Schedule: 8:30 am 1:30 pm or 9:00 am 2:00 pm
28 hours a week
The Office Coordinator serves as the face of the brand as the front desk receptionist and facilitator of all office related matters. In addition to greeting visitors, managing incoming calls and inquiries, and performing general administrative duties to the front desk and office as a whole, this position manages key internal communications, in-office events and hospitality. The office coordinator will also serve as operational support to the Region with remote operational management of Hub offices. The Office Coordinator also serves as the point of contact to the Southeast Business Unit Senior Vice President & General Manager when general administrative duties arise.
KEY RESPONSIBILITIES
MANAGE FRONT DESK OPERATIONS
Act as first responder to general and operational inquiries
Warmly greet and direct guests, visitors, clients, and solicitors in the proper direction
Receive, sort and distribute incoming mail, packages, courier and food deliveries
Assist employees with outgoing mail & shipping needs
Manage general office inquiries from employees
Complete various building operations projects as assigned
Troubleshoot problems and arrange repairs of office equipment (AV/IT/Printer/Fax)
Maintain knowledge of how all systems function
Set up printer and IT service calls when necessary, refilling/replacing toner and paper on a frequent basis
Ensure office front of house and all shared space is a premium representation of the Red Bull Brand & Experience
Stream relevant Red Bull content in office via TVs
Coordinate cleanup for events and meetings with relevant EA's and support staff
Address janitorial concerns with vendor and on-site staff
Maintain employee access control list
Handle facilities request for furniture repairs / replacement or moves if needed
Maintain and update Office Coordinator guidelines
MANAGE DAILY OFFICE ACTIVITIES
Manage office supply inventory including Managing product inventory and related spreadsheets
Order and restock pantry coffee/snacks/supplies & Red Bull coolers each morning and throughout the day
Manage all outside vendors who do business or have work contracts for the Atlanta and remote management for the Miami and Nashville office (i.e. cleaning and repair services, alarm and access control systems, coffee vendors, etc.)
Manage new office employee onboarding including key fob, alarm code, parking, locker assignment, guidelines, ways of working, etc.
Order and stock supplies on a bi-weekly basis, including office supplies, printer/fax/copier toner, mailing supplies, kitchen supplies, stationery, snacks and fruit, coffee refill, water refill, and Red Bull product when necessary
Assist with booking meetings and ensure a premium meeting experience
Manage conference rooms, providing technical support and acting as a liaison to meeting hosts helping to adjust/accommodate meetings
Meeting contact and on-site support for HQ guests
Manage general vehicle fleet issues at the BU office, including car pick up/transfer from office
Primary point of contact for property management for building repairs, heating/AC issues, trash/recycling, parking lot
Serve as first point of contact to HQ IT team for all office IT related matters
GENERAL HOUSEKEEPING
Maintain reception and office common areas, restrooms, print stations, mail room, kitchen, bar, and conference rooms
Coordinate cleanup for events and meetings with relevant admins and meeting hosts
Address janitorial concerns with cleaning company
Office first responder and primary contact for alarm company
Maintain employee alarm code list & employee office access
Manage office vendor payments and citations
Communicate with Finance on city regulations (i.e. business licenses, etc.)
Manage and coordinate requests for furniture repair and/or replacement, helping to orchestrate moves if needed
Maintain an organized open office workstations & troubleshoot/resolve technical issues
EXPERIENCE, KNOWLEDGE, & EDUCATION (IF APPLICABLE) REQUIRED
Bachelor's Degree a plus
2 3+ years of experience in office management, administration, or operations
Fluent in English, additional language skills a plus
Experience performing administrative and clerical tasks
Knowledge of office management, procedures, A/V equipment and basic technology
Advanced skills in Microsoft suite
Exemplary communication skills (written and verbal)
Ability to manage multiple projects simultaneously
Ability to brainstorm, coordinate and execute social engagements and events
Calendar management and meeting coordination
Ability to work independently and in a proactive manner
Highly organized and able to multi-task in a fast-paced environment
Ability to learn, understand and perform new tasks in an efficient manner