Office Operations Coordinator

Operations Coordinator

Dallas, TX

About GFF Design:

GFF Design is a dynamic, award-winning multi-disciplinary design firm based in Dallas, with a legacy of excellence since 1982. Our team of design professionals in Dallas, Austin, and Fort Worth delivers innovative Architecture, Interior Design, and Planning across the United States. We have garnered national recognition and numerous accolades, including receiving The Texas Society of Architects’ prestigious Firm Award and more than 125 awards for design excellence. Our collaborative, design-focused environment is supported by an Operations team committed to creating an efficient, welcoming, and engaging workplace for our employees, clients, and visitors.

About the Role:

This is a highly visible, hands-on role that serves as a central resource for employees, visitors, vendors, building management, and firm leadership. The Operations Coordinator is responsible for ensuring our offices remain organized, functional, well-stocked, client-ready, and prepared to support the needs of our employees and business.

The Ideal Candidate:

• 2-5 years of experience in an Operations Role.
• You notice when something is running low, when a room needs attention, when a vendor has not followed up, or when an upcoming event needs action before someone else has to ask.
• You enjoy creating structure, keeping track of details, and helping people. You are comfortable balancing planned responsibilities with unexpected needs and can shift priorities without losing sight of what still needs to get done.
• Most importantly, you take ownership, stay resourceful, and understand that great office operations are about creating an environment where employees, clients, and visitors can focus on what they came to do because the details have already been handled.

What You Will Do:

• Coordinate and execute day-to-day workplace operations and maintain an organized, functional, professional, and welcoming office environment.
• Maintain reliable systems for recurring office responsibilities, supply ordering, equipment maintenance, vendor service, and workplace projects.
• Serve as a primary point of contact for property management, building maintenance, security, parking, access control, and other workplace vendors.
• Coordinate service and maintenance for office equipment and appliances, including coffee machines, refrigerators, ice machines, water equipment, and other shared workplace resources.
• Coordinate employee and visitor building access, parking logistics, QR codes, and related workplace access needs.
• Coordinate & support major firm events and employee engagement activities, including food, beverages, supplies, setup, and breakdown for internal meetings, client meetings, firm lunches, happy hours, leadership meetings, and company-wide events.
• Partner with HR and IT on employee onboarding and offboarding, including workstation readiness, parking, building access, office supplies, and workspace transitions.
• Support office moves, cleanouts, storage organization, workspace reconfiguration, and other facilities-related projects.
• Support operational needs for the Austin and Fort Worth offices, including supplies, building coordination, vendor needs, office organization, and special projects with occasional travel as needed.
• Proactively identify workplace issues and opportunities for improvement before they become urgent or disruptive.

What We Are Looking For:

• 2-5 years of experience in workplace operations, facilities coordination, administrative support, hospitality, or a related role.
• Strong organizational and time-management skills with the ability to manage multiple priorities and recurring responsibilities with the ability to work independently while also collaborating effectively across a team.
• A proactive mindset with a strong sense of ownership and follow-through with a high attention to detail and the ability to anticipate needs.
• Excellent interpersonal and customer service skills & strong written and verbal communication skills.
• Strong problem-solving skills and sound judgment regarding when to resolve an issue independently and when to escalate.
• Thrives in a dynamic, fast-paced environment with the ability to identify urgent priorities, adapt quickly to changing circumstances, and manage multiple competing demands.
• Proficiency with Microsoft Office applications, including Outlook calendaring, Excel, and PowerPoint, as well as Adobe Acrobat, with the ability to quickly learn and effectively utilize workplace, vendor, access-control, and administrative systems.
• Ability and willingness to perform hands-on workplace responsibilities as needed.