Temporary Office & Onsite Operations Coordinator at Wonderist Agency - Dental Marketing

San Diego, California, United States -

Full Time

Start Date

Immediate

Expiry Date

14 May, 26

Salary

80000.0

Posted On

13 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Facilities Coordination, Logistics, Organization, Event Execution, Vendor Coordination, Inventory Management, Onboarding Support, Project Management, Time Management, Problem-Solving, Communication, Google Workspace, AV Troubleshooting, Physical Stamina, Adaptability

Industry

Advertising Services

Description

Job Description Wonderist Agency is hiring a temporary, full-time Office & Onsite Operations Coordinator based in San Diego to support the physical operations of our office and assist with in-person logistics, ordering, organization, and day-of event execution support. This role is ideal for someone who enjoys staying busy, keeping spaces organized, and being the “go-to” on-site support person who helps the team feel taken care of. Working closely with the Office Manager (before parental leave), Co-Founders, and HR & Finance Specialist you’ll help ensure the office experience stays consistent, supported, and seamless—allowing the rest of the team to stay focused on high-impact client work without interruption. Key Responsibilities Daily Receive and distribute packages, mail, and deliveries Assist team members with equipment needs, setup requests, and workspace issues Process day-of requests from team members with urgency and care Support Status meeting setup and AV troubleshooting (with training provided) Weekly Ensure office tidiness throughout the week (kitchen cleanup, conference rooms, common spaces) Monitor and maintain office supplies, kitchen inventory, and common areas Complete comprehensive tidiness checklist (detailed cleaning, organization, restocking) Water plants and maintain office greenery Prepare and distribute new hire welcome materials (MacBooks, swag, key fobs) Set up and break down onsite events, activities, and team gatherings Monthly Deep clean kitchen (fridge, pantry organization) Conduct deep organization projects (storage areas, supply closets, equipment inventory) Coordinate with vendors (cleaning service, office supplies, coffee/kombha restock, IT team and reception company if necessary) Process contest submissions per deadlines Assist with culture pillar activities and team recognition events Support new employee onboarding (distribute physical materials and equipment) Quarterly Support Q3 Camp setup, execution, and breakdown (this will occur during the leave period) Assist with quarterly culture events under our four pillars Conduct office equipment inventory and refresh planning Essential Functions: What You’ll Do Office & Facilities Management Physical Office Maintenance: Own the daily operations of our Liberty Station office space. This includes everything from ensuring the kitchen is spotless to making sure conference rooms are ready for meetings, deliveries are received and distributed, and common areas are welcoming. Vendor Coordination: Serve as the primary point of contact for delivery drivers, maintenance needs, and office supply vendors. Schedule services, troubleshoot issues, and ensure quality standards are met. Event & Activity Support Onsite Event Execution: Set up and break down spaces for Status meetings, culture pillar activities, team celebrations, and Q3 Camp. This includes furniture arrangement, AV setup (with training), décor, food/beverage coordination, and post-event cleanup. Culture Touchpoint Support: Help execute the small moments that make Wonderist special—birthday celebrations, team recognitions, holiday events, and spontaneous team gatherings. Team Support & Communication Responsive Team Service: Be the go-to person when team members need help. Whether it's troubleshooting a printer, finding supplies, setting up a conference room, or answering "where is...?" questions, you respond quickly and cheerfully. Internal Communication: Send reminders, updates, and requests to the team as directed by leadership. Keep the team informed about office updates, supply availability, and upcoming events. Onboarding Support New Hire Welcome Experience: Prepare and distribute MacBooks, welcome swag, key fobs, and first-day materials. Ensure new team members' workspaces are set up and welcoming. Support the physical components of onboarding to create a great first impression. Project & Time Management Project Execution: Drive projects forward both internally and externally, including creative collateral, event management. Manage project schedules, communicate timelines, prioritize tasks, and ensure deadlines are met. Time Management & Prioritization: Effectively allocate time to complete tasks and drive projects to completion. Balance multiple internal responsibilities while maintaining quality standards. Teamwork & Continuous Improvement Collaborative Problem-Solving: Work effectively with internal teams to resolve challenges and improve processes. Share knowledge and support colleagues to achieve company-wide objectives. Professional Development: Continuously improve skills and knowledge in relevant marketing disciplines. Stay current with industry changes and bring new insights to the team. Core Competencies: What you’ll bring to the role Leadership & Initiative Resourceful and Confident Self-Starter: You see what needs to be done and do it without waiting to be asked. When supplies run low, you reorder. When a space needs attention, you handle it. You take ownership of the office environment. Solutions-Oriented Mindset: When challenges arise (a vendor doesn't show, equipment breaks, an event setup changes), you problem-solve quickly and find alternatives without creating drama or stress for others. Organization & Process Management Process and Deadline Oriented: Follow established checklists and routines consistently. Complete weekly and monthly tasks on schedule. Track your work and maintain documentation of office inventory, vendor contacts, and key processes. Physical Organization Skills: Create and maintain organized systems—supply closets, storage areas, kitchen pantries, and equipment. Everything should have a place, and you make sure it stays that way. Analytical Skills: Proficiency using various analytical tools in support of data analysis, interpretation, and visualization to clearly communicate insights. Communication & People Skills Warm, Professional Presence: You're the face of Wonderist's office operations. Team members should feel comfortable coming to you with requests, and you should greet visitors and vendors professionally and warmly. Team Player Attitude: This role supports a team of 70+ passionate people. You understand that your work directly impacts their experience and productivity, and you take pride in making their days easier. Problem-Solving & Adaptability Go with the Flow Mindset: Office life is unpredictable. Events get rescheduled, deliveries arrive unexpectedly, equipment fails at inconvenient times. You adapt quickly and maintain a positive attitude. Calm Under Pressure: When Status is starting in 10 minutes and the AV isn't working, or when Q3 Camp needs last-minute setup changes, you troubleshoot methodically without panicking. Alignment with Company Values Ability to Uphold Wonderist Agency's Commitments / Core Values: Takes pride in work and is committed to being an agent of positive change. We need someone who takes any project, big or small, and puts everything they have into it. Mistakes are okay. Sloppiness is not. Biggest Challenges For This Position Managing multiple interruptions while maintaining task completion - You'll need to balance your daily/weekly checklist with responding to immediate team needs and unexpected requests Working independently with limited direct supervision - The person you're covering for will be on leave, so you'll need to be self-directed and comfortable making decisions using provided guidelines and checklists Physical demands and variety of tasks - This role requires being on your feet, lifting supplies/equipment (up to 25 lbs), and transitioning quickly between very different types of tasks (cleaning, setup, tech troubleshooting, team communication) Performance Metrics The success of this role will be measured by: Office readiness and cleanliness standards - Consistent completion of daily/weekly checklists, office maintained to high standards Team satisfaction and responsiveness - Positive feedback from team members, quick response time to requests Event execution quality - Successful setup and support for Status meetings, Q3 Camp, and culture activities Soft Skills Wonderist Requirements Strong organizational skills and attention to detail Excellent time management and ability to prioritize competing needs Friendly, professional communication style Self-motivated and proactive Positive, can-do attitude This Role's Requirements Physical stamina and comfort with hands-on work High standards for cleanliness and organization Flexibility and adaptability to changing priorities Team-oriented mindset Reliable and punctual Comfortable in a professional office environment Hard Skills Google Workspace (Gmail, Calendar, Docs) Basic AV troubleshooting (training will be provided) Inventory management and ordering systems Physical setup/breakdown of event spaces Personality Musts: Our perfect fit is someone who genuinely enjoys creating welcoming, organized spaces and takes pride in the details. You should be energetic, proactive, and find satisfaction in checking things off your list while also being flexible enough to drop everything when an urgent need arises. This role requires someone who is warm and approachable—team members should feel comfortable asking you for help with anything. You should be comfortable working independently, but also enjoy being part of a vibrant team environment. We need someone who doesn't just "keep things running" but actively looks for ways to make the office experience better for everyone. Minimum Qualifications: 2+ years of experience in office management, facilities coordination, hospitality, event support, or similar hands-on operational roles Proven ability to maintain organized, clean, professional spaces Experience coordinating vendors and managing supplies/inventory Strong interpersonal skills and comfort interacting with teams Reliable transportation to/from Liberty Station office location Physical ability to lift up to 25 lbs, be on feet for extended periods, and perform setup/breakdown tasks Availability to work full-time (40 hours/week) onsite Monday-Friday (although there is some flexibility with the exact days you will be in office) Bonus Points for Applicants With… (if you don't have these but are organized and want to learn, we want to hear from you!) Experience supporting creative agencies, coworking spaces, or fast-paced office environments Event coordination or hospitality background Basic AV or technical troubleshooting experience Familiarity with Monday.com or project management tools Previous onboarding or new hire support experience Projected Compensation Temporary Position $72,000 to $80,000

Responsibilities

This role is responsible for owning the daily physical operations of the office, including maintenance, vendor coordination, receiving deliveries, and ensuring common areas are clean and stocked. Additionally, the coordinator will provide essential support for onsite events, team activities, and new hire onboarding experiences.