The Office Coordinator is responsible for managing the office’s day-to-day needs, maintenance and company events. They have a consistent eye toward maintaining the highest standards of office cleanliness, comfort and productivity. They are a highly organized and self-motivated individual with a keen eye for details and optimization of all systems. They will represent the front-of-house team with a high level of customer service and professionalism. They will be flexible and able to adapt to the ever changing needs of the organization.
This is a full-time position onsite Monday through Friday.
Responsibilities:
- Responsible for ensuring the office is clean, organized and “client-ready” at all times (ie. kitchens, common areas, lobby, bathrooms, Buddha bar, supply rooms, etc) and free from clutter or disrepair.
- Oversee PA team and delegate tasks as needed; maintain ongoing to-do list for front of house team and assign tasks as needed, including but not limited to runs to studios, client gift delivery, misc. pick ups + deliveries, furniture moving and assembly; determine when lunches, breaks and vacations are taken; oversee team slack channel and team email for requests.
- Ensure proper opening and closing procedures are followed to ensure smooth and seamless employee experience.
- Ensure the front desk has coverage at all times for phone calls, deliveries, replying to team emails and answering staff/client/vendor questions as needed.
- Assist with the planning and execution of company events including weekly lunches, regular happy hours, creative/company meetings, industry mixers, charity events and office parties.
- Support VP, Operations as it relates to building/maintenance vendors, security, badge access, parking permits, space planning and preparation for new hires and temps; coordinates problem resolution and ensures highest level of service is always provided and systems are fully functional.
- Assist with managing and executing building security procedures including badge access, access control, logs, cameras, alarm systems and audits.
- Assist with managing hybrid work needs.
- Maintain all building vendor contracts, COI and maintenance schedules. These include cleaning crew, electricians, plumbers, HVAC, pest control, supply vendors, etc.
- Support VP, People + Culture with onboarding, parking badges and overall new employee experience; assist in ensuring fire and life safety protocols are in place.
- Oversee Flex Space booking for employees with help from PA’s.
- Be employee point-of-contact for facility related questions or requests such as new setups, furniture requests, HVAC issues, etc.
- First point of contact for off hours building/security issues.