Workplace & Executive Support Coordinator

OTR Solutions is an innovator in the transportation industry providing a suite of factoring, fuel, and business management focused solutions. We help new and established companies get fast access to the funds they need for daily operations. As a Private Equity backed FinTech company, we are looking to grow our best-in-class financial organization.

The Workplace & Executive Support Coordinator serves as the face of OTR Solutions and is often the first impression guests, candidates, clients, vendors, and employees have of our company.

This role is much more than managing a reception desk. We are looking for a polished, professional, and highly service-oriented individual who takes pride in creating an exceptional workplace experience. The ideal candidate understands that every interaction matters and can seamlessly balance front desk responsibilities, office operations, and executive support.

Success in this role requires strong communication skills, professionalism, attention to detail, sound judgment, and a genuine passion for helping others.

• Serve as the primary point of contact for visitors, candidates, clients, and vendors
• Create a welcoming, professional, and memorable first impression of OTR Solutions
• Greet guests, offer assistance, and ensure they are connected with the appropriate employee or department
• Manage incoming calls and emails with professionalism and urgency
• Maintain a clean, organized, and presentation-ready reception area at all times

• Provide administrative support to members of the executive leadership team
• Assist with meeting coordination, scheduling, travel logistics, and special projects as needed
• Prepare documents, presentations, reports, and correspondence using Microsoft Office
• Handle confidential and sensitive information with discretion and professionalism
• Support leadership initiatives and company-wide projects as assigned

• Manage incoming and outgoing mail, packages, certified mail, and P.O. Box pickups
• Maintain office supply inventories and coordinate ordering as needed
• Support office facilities, including conference rooms, coffee stations, kitchens, and common areas
• Partner with vendors to ensure office services and amenities are functioning properly
• Assist with employee onboarding logistics, office setup, and workplace readiness

• Assist with company meetings, employee events, celebrations, and workplace initiatives
• Coordinate conference room setup and event logistics
• Support culture-building activities that enhance the employee experience
• Help foster a welcoming and positive office environment for employees and guests

• Bachelor's degree preferred
• 2+ years of experience in hospitality, office administration, executive support, reception, or a customer-facing professional environment
• Exceptional verbal and written communication skills
• Professional presence and polished demeanor
• Strong organizational skills with the ability to manage multiple priorities
• Ability to anticipate needs and proactively solve problems
• High level of discretion and confidentiality
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Strong attention to detail and follow-through
• Positive, service-oriented attitude with a genuine desire to help others

You are the first person people meet when they walk through our doors and a trusted resource for employees throughout the organization.

You take pride in creating positive experiences, maintaining a professional environment, anticipating needs before they arise, and ensuring every visitor and employee interaction reflects OTR's culture and values.