Office Coordinator in Kalamazoo, Michigan at Bodwe Professional Services, LLC

About Bodwé Group Companies

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations. By integrating expertise across architecture, engineering, construction, and facility management, we deliver holistic, end-to-end solutions that drive efficiency and deliver distinctive outcomes.

Position Summary

The Office Coordinator will serve as the first point of contact for the Kalamazoo office and ensure day-to-day operations run smoothly. This is an on-site role, five days per week, focused on front-desk reception, office administration, shipping and receiving, and general administrative support. The Office Coordinator needs to be organized, dependable, and proactive; comfortable juggling multiple tasks, greeting visitors, coordinating deliveries, and keeping the office running efficiently. This role requires professionalism and a service-oriented mindset and will represent the company to visitors, clients, vendors, and colleagues.

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at 269-927-0144 or careers@bodwegroup.com

Essential Duties and Responsibilities

The following inexhaustive list of duties represents a sample of work routinely performed by this role:

Reception

Greet and direct visitors, clients, vendors, and delivery personnel in a professional and welcoming manner, ensuring compliance with cybersecurity compliance visitor requirements. Answer and route incoming phone calls; monitor and respond to general office email inquiries. Maintain the office area, lobby, and common spaces to ensure a clean and professional appearance. Coordinate building access for staff, including key fob issuance, audits, and security badge management. Schedule and prepare conference rooms for meetings, including technology setup (projectors, Teams, phone bridges). Provide hospitality support for client visits and internal events as needed.

Office Administration & Logistics

Order, receive, and stock office supplies, kitchen items, and general materials; track inventory levels. Process daily incoming and outgoing mail, packages, and courier shipments, including weekly UPS payments and account coordination. Print, sort, and distribute company checks and financial documents as directed by the Finance team. Liaise with building management regarding facility maintenance, security protocols, safety drills, and lease-related items.

Administrative Support

Assemble and ship new-hire welcome packets and swag boxes in coordination with Human Resources and Marketing. Coordinate new-employee onboarding logistics, including workspace setup, building access, parking, and facility orientation. Assist with scheduling meetings and coordinating logistics for leadership and project teams as needed. Collaborate with the internal and external information technology teams to maintain office equipment (copiers, scanners, printers, phone systems) and coordinate service or repair requests with vendors. Support general data entry, document formatting, filing, and other administrative tasks as assigned.

Vendor & Operations Support

Process routine vendor payments and track recurring office-related invoices (e.g., UPS, supplies, maintenance). Coordinate licensing signature requests and notarization needs as they arise. Support insurance Certificate of Insurance (COI) requests by gathering information and routing to the appropriate contact. Assist with travel logistics and booking support as directed by the Operations & Compliance Manager or other designated leadership. Perform other duties and special projects as assigned to support overall office operations.

Qulaifications and Experience

Education + Degree

Required: High School Diploma or GED.Preferred: Associate degree or coursework in business administration, office management, or related field.

Experience + Certification

0–2 years of office, reception, or administrative support experience. Previous experience in a professional office environment preferred; architecture, engineering, or construction industry exposure is a plus but not required. Notary Public certification is a plus (training can be provided). Dependable, punctual, and takes pride in keeping things organized. Thrive in a fast-paced environment with changing demands and priorities. Proactive—when you see something that needs doing, you handle it without being asked. Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel.Must have or be able to obtain and maintain a valid driver's license.

Technical Skills

Basic proficiency in Microsoft Office (Word, Excel, Outlook).Comfortable learning new software.Familiarity with Microsoft Teams, SharePoint, or similar collaboration tools preferred.

Working Environment

This is a full-time, on-site position based in the Kalamazoo, MI office. The role requires being present in the office five (5) days per week during standard business hours.

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers, phones, printers, and photocopiers. The work environment is generally quiet and free from exposure to loud noise, hazardous materials, or heavy machinery. Employees are typically seated for extended periods and may occasionally move about the office to attend meetings or access equipment and supplies.

Physical Demands

Sitting/Standing: This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers.

Walking: This role requires the ability to move about inside the office to access the required technological equipment.

Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords.

Using Hands/Fingers: This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers.

Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information.

Seeing: This role requires seeing, viewing, and distinguishing all aspects of internal and external communications.

Carrying/Lifting: This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Bodwé Group Companies engage in federal contracting. Therefore, we would be thrilled to accept applications or referrals to hire veterans.

Native American Hiring Preference

Our parent company, Mno-Bmadsen, prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section, “qualified” means that the applicant meets the technical and experiential needs for employment; and “suitable” means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order:

First, to qualified Pokagon Band citizens; andSecond, to qualified spouses and qualified custodial parents; andThird, to other qualified Native Americans; andFourth, to all other qualified applicants

Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President.

Home Office Connectivity Requirements for Hybrid & Remote Positions

To ensure reliable collaboration, client service, and secure access to company systems, the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing, VPN connectivity, and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes:

Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps uploadSome positions may require minimum 200-300 Mbps download / 25-35 Mbps upload speed

Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local, state, and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy.

Branch:

Enterprise

Entity:

Bodwé Professional Services, LLC

FLSA Status:

Non-Exempt

Hours Per Week:

40

Compensation:

$20-$26 per hour (compensation is dependent upon qualifications of selected candidate)

Work Arrangement:

On-Site at Kalamazoo, MI Office

Reports To:

Operations & Compliance Manager

Manages Others:

No

Overnight Travel:

None

Tags:

#LI-Onsite #LI-SM1

#Careers #Hiring #JobSearch #Recruiting #HotJobs

The pay range for this role is:20 - 26 USD per hour(Kalamazoo, MI)