Havenpark Communities · 14 hours ago
Office Coordinator
Orem, UT
Full-time
Onsite
Senior Level
5+ years expHavenpark Communities is seeking a highly organized, service-oriented Office Coordinator to support the daily operations of the Home Office. This role is critical to ensuring a welcoming, efficient, and well-run workplace that reflects the company's values. Responsibilities include managing office supplies, coordinating events, and providing administrative support to maintain a functional office environment.
Commercial Real EstateReal Estate
No H1B
Responsibilities
Serve as the primary point of contact for all incoming and outgoing mail, shipping, and deliveries
Sort, distribute, and route physical mail accurately and in a timely manner
Monitor shared inboxes and electronic correspondence related to office operations
Coordinate shipping of materials for meetings, events, and off-site activities
Track and follow up on time-sensitive documents, packages, and correspondence
Manage office supply and food inventory to ensure consistent availability
Place recurring orders (e.g., weekly Costco orders) and submit expense reports
Maintain organized storage and inventory tracking systems
Anticipate seasonal and operational needs to avoid shortages or disruptions
Partner with Finance and People Operations to ensure proper cost controls
Coordinate with IT on ordering, setup, replacement, and maintenance of office equipment
Prepare workspaces for new Home Office employees (computers, desks, peripherals, access)
Troubleshoot basic office and remote IT issues and escalate when appropriate
Manage inventory of IT equipment and ensure proper tracking and lifecycle management
Support onboarding and offboarding activities related to systems and equipment
Take ownership for directing the planning and execution of employee and visitor events to reinforce Havenpark’s culture. Typical events include:
Birthday brunches
New acquisition lunches
Hosted visitors and investors
Holiday events and seasonal celebrations
Company meetings and off-site support
Coordinate logistics such as scheduling, space setup, food orders, and supplies
Partner with cross-functional committees to ensure events are collaborative and scalable
Ensure events are led with energy and detail-orientation and align with Havenpark’s culture and employee experience standards
Serve as the primary liaison with building management, vendors, and service providers
Conduct regular office walk-throughs to identify issues before they become problems
Maintain a prioritized facilities 'punch-list' and track issues through to resolution
Coordinate office maintenance, repairs, and safety-related needs
Support office upgrades, improvements, and periodic projects
Oversee seasonal and operational needs (e.g., utilities, access, holiday schedules, etc.)
Take ownership as the primary steward to maintain a clean, safe, and functional office environment
Serve as a welcoming, professional first point of contact for visitors and employees
Greet guests, provide hospitality, and direct visitors appropriately
Provide light administrative and scheduling support as needed
Coordinate occasional travel bookings and meeting logistics
Collaborate with other administrative partners across the organization
Qualification
Required
5+ years of experience in office management, administrative support, or a related role
Strong learning agility – able to pick things up quickly
Strong organizational and time-management skills with the ability to multitask
High attention to detail and strong follow-through
Excellent written and verbal communication skills
Ability to work independently with minimal supervision
Strong service orientation and professional presence
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
Working knowledge of office systems, procedures, and administrative best practices
Excellent computer, internet and information technology skills
Treating sensitive information with confidentiality; maintaining data privacy
Be a role model in promoting the Havenpark culture and living the company values of respect, collaboration, grit, boldness, and stewardship
Reliable vehicle and valid driver's license
Ability to pass a background check and E-Verify
Company
Havenpark Communities
Manufactured Home Community Operator
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Robbie Pratt
CEO & Co-founder
J. Anthony Antonelli
Chairman, Co-Founder
Recent News
Corridor Business Journal
2025-10-03
Corridor Business Journal
2025-08-23
2025-08-09
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