Office Coordinator

Xterra Solutions is a high-performance Managed Services Provider (MSP) focused on delivering secure, sustainable, and client-centric IT services. Our mission is to build a talented, fun, and masterful engineering team to deliver excellence in IT services. We believe in developing people, embracing innovation, and fostering a culture where doing excellent work and enjoying the journey go hand in hand. We are looking for a polished, articulate and enthusiastic Office Coordinator who enjoys providing excellent customer service to join our fast-paced San Francisco team.

Check us out if you:

• Want to join a team with an awesome company culture and friendly co-workers that focus on success for the entire team.
• Want to develop a strong sense of accomplishment and the feeling that what you do really matters!
• Are a key contributor that enjoys being rewarded for your effort!!
• Love new technology.
• Want to work with a team of people who are cool, like to have fun and believes in work life balance.

The Office Coordinator is the heartbeat of Xterra’s San Francisco office, ensuring everything runs smoothly for staff, clients, and visitors. This full-time, onsite role supports operations, events, and recruiting—bringing structure, service, and energy to the workplace. You’ll help keep the office organized and welcoming, coordinate events, and assist with the logistics that power our people-first culture.

Key Responsibilities

Front Office & Hospitality

• Greet guests and vendors, manage incoming calls, and route communications.
• Keep shared spaces clean, organized, and well-stocked—including the kitchen and conference rooms.
• Coordinate and prep meeting spaces, including calendaring and setup/cleanup.

Administrative & Operations Support

• Support the Director of Operations and other departments with scheduling, data entry, and task coordination.
• Manage incoming and outgoing mail, shipping/receiving, and document filing.
• Track and order office, kitchen, and printer supplies.
• Liaise with building management and vendors for maintenance, deliveries, and facility needs.
• Manage small office equipment inventory and coordinate repair or replacement when needed.

Event Planning & Culture

• Plan and organize in-office and virtual celebrations, holiday parties, client visits, and staff lunches.
• Coordinate quarterly team-building activities in partnership with leadership and HR.
• Contribute to a fun, inclusive office atmosphere that reflects Xterra’s values and culture.

Recruitment & Onboarding Support

• Schedule interviews and manage candidate communication and calendars.
• Assist in preparing new hire welcome kits and onboarding logistics.
• Maintain recruiting spreadsheets, digital folders, and records in line with internal processes.

Special Projects

• Help document and maintain standard operating procedures for administrative functions.
• Support cross-functional projects or process improvements as assigned.

Why Xterra?

• Competitive salary and full benefits (Medical, Dental, Vision, 401(k))
• Collaborative, fun, and high-performing team culture
• On-the-job training and clear paths for growth
• Strong emphasis on learning, growth, and internal promotion

Requirements

• 1+ year of office administration or front desk experience
• Excellent communication and customer service skills
• Strong organizational skills with attention to detail
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Able to handle confidential information with discretion

Preferred:

• Prior event planning or employee engagement experience
• Exposure to recruiting or HR coordination in a fast-paced company

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Free Food & Snacks
• Wellness Resources

Pay:

• 20-25/hr