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XOi · 9 hours ago

Office Coordinator

Nashville, TN

Full-time

Onsite

Mid Level

3+ years exp

XOi is a data intelligence solution company focused on enhancing the performance of critical equipment. They are seeking an Office Coordinator to ensure smooth day-to-day operations and a positive experience for clients and employees while maintaining an organized work environment.

Artificial Intelligence (AI)Enterprise SoftwareKnowledge ManagementSaaSVideo ConferencingVirtual Workforce

Growth Opportunities

Responsibilities

Oversee daily office operations as the primary point of contact for facilities, managing office supply purchasing and inventory, equipment needs, vendor relationships, and maintenance

Manage office catering, snack and beverage ordering, and maintain stock of paper goods and related supplies

Ensure the kitchen and common areas are clean, organized, and well-stocked at all times

Partner with department teams to ensure alignment within daily operations (eg, badge access, room reservation support, right tools available to staff for in-office meetings)

Support executive leadership, as needed, with scheduling, travel coordination, and event logistics

Assist in coordinating all aspects of client and prospect visits, including scheduling, hospitality, and meeting logistics

Assist with creating and disseminating company-wide communications related to office procedures and office events

Ensure that all office documentation and records are organized and up-to-date

Support the planning and execution of internal events, celebrations, and team-building activities that reinforce XOi’s values and culture

Serve as the go-to person for employee needs and ensure a supportive, inclusive office environment

Collaborate with HR on onboarding logistics, employee recognition programs, and engagement initiatives

Foster a workplace that is efficient, positive, and aligned with our mission

Manage physical office space, ensuring it is safe, clean, and well-equipped

Coordinate with building management and shared office space occupants on security, access, and compliance

Maintain emergency protocols and serve as the safety liaison for the office

Lead coordination for office moves, expansions, or space optimization projects

Qualification

Office managementFacilities coordinationMicrosoft OfficeGoogle WorkspaceMultitasking skillsResourcefulnessCommunication skillsOrganizational skillsInterpersonal skillsAdaptability

Required

3+ years of experience in office management, facilities coordination, or administrative operations—preferably within a fast-paced, high-growth organization

Strong organizational and multitasking skills, with a sharp eye for detail and follow-through

Excellent communication and interpersonal skills, with the ability to engage across departments

Proficiency with Microsoft Office and Google Workspace

Resourceful, adaptable, and capable of thriving in a dynamic, evolving environment

Company

XOi

As the data intelligence solution built for anyone who designs, maintains, or depends on critical equipment, we turn asset data into uptime — empowering every stakeholder with the visibility and foresight to move from reactive work to proactive planning and predictive maintenance.

Founded in 2013

Nashville, Tennessee, USA

51-200 employees