Office Coordinator – Part-Time | On-Site (Appleton, WI)

• →Receive, sort, and distribute incoming mail and packages, and prepare and manage outgoing mail, shipments, and courier pickups.
• →Coordinate onsite meeting and event needs, including ordering meals and coffee service and preparing meeting spaces in advance.
• →Provide first-line tech support for conference rooms and meeting equipment, including displays, A/V, and video conferencing, escalating issues to IT as needed.
• →Restock the office fridge, snack, and beverage areas weekly, including shopping for items and tracking what is used to keep inventory on hand.
• →Monitor and order office and kitchen supplies to keep common areas, workspaces, and meeting rooms well stocked.
• →Complete monthly security logs and submit them to the Compliance team on schedule, maintaining accurate and organized records.
• →Serve as the point of contact for visitors, vendors, and deliveries, helping maintain a welcoming and secure office environment.
• →Coordinate with building management and facilities vendors on maintenance, repairs, and service requests.
• →Keep common areas, conference rooms, and the kitchen organized, presentable, and ready for daily use.
• →Track office purchases and submit receipts and expenses in line with company policy.
• →Support additional office and administrative needs as they arise.
  
  

• High school diploma or equivalent required; associate or bachelor's degree a plus.
• 2+ years of experience in office administration, reception, facilities, hospitality, or a related coordinator role.
• Ability to work onsite at the Appleton office during standard business hours.
• Working knowledge of Microsoft 365 (Outlook, Teams, Excel) or similar productivity tools.
• Reliable transportation for supply runs and errands.
• Ability to lift up to 25 pounds for mail, packages, and supply restocking.
  
  

• Experience in a corporate office within insurance, financial services, or another regulated industry.
• Experience coordinating catering, vendors, and logistics for meetings and events.
• Familiarity with conference room technology such as Microsoft Teams Rooms or Zoom Rooms.
• Experience maintaining compliance, security, or audit documentation.

• Strong organizational skills and attention to detail.
• Ability to manage recurring tasks and deadlines, such as weekly restocks and monthly compliance logs, with minimal supervision.
• Comfort troubleshooting basic technology issues and learning new tools.
• Friendly, professional communication with employees, leadership, visitors, and vendors.
• Discretion and good judgment when handling confidential mail and security records.
• Ability to collaborate cross-functionally
• Flexible, service-minded approach with the ability to adapt to shifting priorities.

• Mail & Package Management
• Meeting & Event Support
• Conference Room Technology
• Kitchen & Snack Inventory
• Office Supplies & Purchasing
• Security Logs & Compliance Documentation
• Visitor & Vendor Coordination
• Office Environment

Our hiring process generally consists of 3 phases. The goal is to provide an opportunity for us to learn more about our candidates while allowing them to get to know us as well!

• Phase 1: Qualified candidates will first meet with a member of our team for a phone or video interview.  This discussion is a high-level conversation to understand more about your background and interests and for us to share more about Coterie and the position.
• Phase 2: Selected candidates will be invited to meet with our Hiring Manager for a 2nd interview via Teams video. This interview is designed to be more detail oriented and allows you to learn more about the role
• Phase 3: Top candidates will receive an invite for our final interview series via Teams video. This series will include an experiential exercise project (provided in advance), 1:1 interviews with selected team members. The final series is roughly 1.5-3 hours in total but can be scheduled over a few days for flexibility.

Coterie has excellent benefits for all full-time employees. We offer the following:

• 401K plan (up 4% match with immediate vest). Must be 21 years of age or older to participate
• Flexible schedules
• Houlry pay rate is estimated between $20.00-$30.00/hr (non-exempt/hourly) based on national data. Candidates who meet all the minimum requirements and possess additional relevant experience, as outlined in the job description, may be considered for a salary above the midpoint of the above range. Salary is based on internal equity; internal salary ranges; market data/ranges; applicant’s skills; prior relevant experience; degrees or certifications, etc. 
  
  

Work Authorization:
At this time, Coterie Insurance is unable to consider candidates who require current or future visa sponsorship. Applicants must have authorization to work in the United States without the need for sponsorship now or in the future. Falsification of an application, including work authorization status, is immediate grounds for dismissal from consideration.