Office Coordinator

Job Description

Job Description

Who We Are:

American Repair Maintenance (ARM) began over 30 years ago as a small two-person operation to service several premier video stores. Since that time, we have evolved into a data-driven, full-service repair, and preventative maintenance partner across all trades serving over 20,000 locations in the US of some of the finest retail brands. We are more than just a repair and maintenance company. We are a strategic partner for our clients as we continue to innovate and grow our organization. We work hard to put our customers’ needs first, support our team members with a dynamic culture, provide great benefits, and create technology-enabled work processes that make their jobs easier. We know that our strong commitment to people is what sets us apart along with our strong core values that guide our day-to-day operations. These core values ensure we are moving in the right direction:

• A uthenticity in Action: Do what you say. Own what you do.
• R aise Each Other Up: When our people thrive, ARM thrives.
• M omentum Together: Keep showing up. Keep growing. Keep going.

Who You Are:

We are currently searching for an Office Coordinator, reporting to our HR Director, to serve as the operational hub of ARM’s Spring Lake, MI headquarters and a vital support resource for our organization. This is a full-time, in-office role (Monday–Friday, 8:00 AM–5:00 PM) and a perfect opportunity for someone who is genuinely energized by keeping things organized, loves supporting people across all levels of a company, and takes pride in making sure nothing falls through the cracks.

In this role, you will be able to jump in and make an immediate impact. Specifically, you will:

• Resonate with our mission, vision, and values as an organization and serve as a cultural ambassador for ARM, living our values in every interaction, communication, and recognition effort
• Support the HR team with interview coordination, new hire logistics, serve as a backup facilitator for new hire orientation, and general HR administrative responsibilities
• Own employee recognition and engagement by tracking birthdays, work anniversaries, and quarterly all-stars, and ensuring no milestone goes unacknowledged across ARM
• Answer and direct incoming phone calls and emails professionally and promptly, greeting visitors, managing the visitor log, supporting and facilitating cross-departmental communication
• Manage office schedules, incoming and outgoing correspondence, and payroll check distribution; provide basic IT support including password resets and client portal direction
• Develop and maintain the office supplies and employee relations spend & budget; uphold inventory of office supplies, concessions, technician wearables, first aid kits, and company swag
• Serve as a primary support contact for ARM’s technicians across 19 states — coordinating & managing travel arrangements (flights, hotels, rental vehicles), answering HR and benefits questions, and ensuring our front-line teams are properly equipped
• Manage office, facilities & building cleanliness, vendor relationships, building security access, fire safety inspection coordination, landscaping vendor management, and other tasks as needed
• Develop and distribute the monthly ARM HR Newsletter, maintaining organized, up to date, and audit-ready digital records across HR systems & platforms, oversee the company-wide calendar including PTO tracking to support communication and labor planning
• Support offboarding logistics including coordination of termination letters, COBRA documentation, equipment retrieval, PTO payout assessments, and administrative follow-through in alignment with the HR Business Partner and Payroll Specialist

Qualifications:

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field preferred
• 2+ years of experience in an office coordinator, administrative assistant, or similar support role
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams); familiarity with ADP Workforce Now or a comparable HRIS platform is a plus
• Demonstrated ability to handle confidential employee and company information with discretion and professionalism
• Proven ability to manage multiple priorities simultaneously, meet deadlines, and adapt quickly in a fast-paced environment
• High attention to detail and strong commitment to accuracy in documentation, data management, and communications
• Strong verbal and written communication skills; professional, approachable, and service-oriented in all interactions

What You’ll Bring:

• A proactive, solutions-oriented mindset — you anticipate needs, identify gaps before they become problems, and take initiative without waiting to be asked
• Genuine care for people at all levels — from technicians on the road to executive leadership in the office, you treat everyone with the same warmth, responsiveness, and respect
• Strong organizational instincts — you can juggle a wide variety of responsibilities across HR support, facilities, communications, and field logistics without losing track of the details
• Discretion and integrity — you understand the sensitivity of HR-adjacent work and handle employee information with the utmost professionalism and confidentiality
• An eye for improvement — you notice inefficiencies in office processes and bring thoughtful, practical suggestions to make things run better
• Adaptability and a positive presence — you stay composed and helpful when priorities shift, and you make the office a better place to work just by being in it

What You’ll Get:

Besides working with a great team in a stable and fast-growing company, you’ll receive a competitive hourly wage, along with:

• Competitive medical, dental, and vision insurance
• Optional life and long-term disability insurance
• Optional voluntary AD&D and short-term disability insurance
• 401(k)
• Paid time off
• 6 paid company holidays

Equal Employment Opportunity