Office Coordinator (Part-Time)

Horizon Industries Limited (Horizon) is a dynamic IT and Management Consulting firm based in the Washington, DC metropolitan area. Founded in 1996, Horizon provides full-cycle IT consulting and management support to clients in both the private and public sectors.

Our culture is built around our core values, and we PRIDE ourselves on fostering a diverse, employee- and family-centric workplace.

Horizon Industries is seeking a reliable, organized, and proactive Office Coordinator to support the daily operations of our Vienna, VA headquarters. This position plays an important role in ensuring the office runs smoothly, remains organized and welcoming, and provides a positive experience for employees, visitors and clients.

The ideal candidate is detail-oriented, service-minded, resourceful and comfortable managing multiple responsibilities in a small, fast-paced business environment We are looking for a self-starter who takes initiative, exercises good judgment and makes cost-conscious decisions.

This is a hands-on role that requires someone who is equally comfortable providing administrative support to executives, coordinating employee events, managing office supplies and handling the everyday tasks that keep an office running smoothly. The successful candidate will take pride in maintaining an organized, welcoming workplace and have a willingness to roll up their sleeves and pitch in wherever needed.

This is an onsite position requiring availability five days a week, for a total of 30 hours per week.

• Manage the reception area and serve as the primary point of contact for incoming calls, visitors and general office inquiries.
• Handle incoming and outgoing mail, packages and deliveries, including coordination with USPS, FedEx and UPS.
• Maintain a professional, welcoming and organized office environment.
• Coordinate new hire office-related onboarding activities, including welcome mailings, workspace readiness and office access.
• Provide general administrative assistance to various departments and support special projects as needed.

• Prepare and submit expense reports on behalf of company executives, ensuring accuracy, proper documentation and timely submission.
• Coordinate business travel arrangements for employees, including flights, hotels, rental cars and ground transportation.
• Research and compare travel options to identify cost-effective arrangements while balancing employee needs, convenience and company travel policies.
• Assist executives with administrative tasks, scheduling and other requests as needed.
• Maintain confidentiality when handling sensitive employee, executive and company information.

• Oversee day-to-day office operations, ensuring the workspace, conference rooms, office kitchen and common areas are clean, organized and well-maintained.
• Monitor and maintain office and kitchen inventory, including ordering office supplies, snacks, beverages and other necessary items.
• Maintain the office kitchen, including loading and unloading the dishwasher, restocking supplies and keeping countertops, the refrigerator and common areas clean.
• Coordinate routine maintenance and servicing of office equipment, including copiers, water machines, dishwashers and other office equipment.
• Serve as the primary liaison with building management and property maintenance for facility-related requests.
• Manage visitor access and coordinate office security and key/fob access as needed.
• Exercise sound judgment and fiscal responsibility when purchasing supplies and coordinating office services, seeking competitive pricing and cost-effective solutions.

• Coordinate onsite and offsite meetings, team gatherings and company events.
• Arrange meeting logistics, including conference rooms, venues, catering, food vendors and other event requirements.
• Plan and coordinate monthly luncheons for headquarters employees, including menu selection, vendor coordination, ordering, setup and cleanup, while adhering to established budgets.
• Assist with employee recognition activities, including coordinating and mailing monthly birthday cards to employees.
• Support other employee engagement initiatives, celebrations and company-sponsored activities as needed.
• Prepare and organize meeting materials, presentations and supplies as needed.
• Ensure meeting spaces are properly prepared and ready for scheduled meetings and visitors.
• Assist with special department projects, including internal office moves and HR and finance initiatives.

• Minimum of 2 years of experience in office administration, office coordination, executive support or office management.
• Strong organizational skills and attention to detail, with the ability to prioritize and independently manage multiple responsibilities.
• Ability to work effectively in a fast-paced, small business environment with minimal supervision.
• Demonstrated ability to exercise good judgment, take initiative and make cost-conscious purchasing and planning decisions.
• Experience coordinating business travel, preparing expense reports or providing administrative support to executives preferred.
• Working knowledge of mail and shipping processes, including postage machines, FedEx and UPS.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel and Teams.
• Strong interpersonal and communication skills, with a friendly and professional approach to interacting with employees, visitors and customers.
• Ability to handle confidential information with discretion and professionalism.
• Flexibility and willingness to assist with a variety of administrative and office-related responsibilities.

Horizon is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or any other status protected by applicable law.