Office Services Coordinator

Location: Los Angeles, CA

Department: Idea Support

Type: Full Time

Min. Experience: Entry Level

The Team One C.O.R.E.

C = Collaborative

Builds and sustains strong, genuine relationships with people of all levels and takes positive steps to extend network and cultivate connections. 

O =  Optimism

Is utterly reliable, always delivering on promises and maintains the highest standards of honesty and integrity.

R = Results-Driven

Acts strategically to exceed goals and has the ability to adapt to changes in process and execution. 

E = Entrepreneurial

Constantly looking for and identifying actionable and thought provoking opportunities for the company and executing them.

 

GENERAL SUMMARY
Ensures agency is in working order each day. Coordinates food supply, ordering and set-up for meetings. Manages food and supply expenses according to policy and budget. Maintains cleanliness and supplies in common agency spaces. Responsible for a variety of Office Services tasks, including agency archiving, storage management, conference room management and purchase orders. Provides back-up and support to Office Services team.

 

­­­Day to Day:

  • Manage cleanliness and organization of kitchens, conference rooms, huddle rooms and open agency spaces.
  • Perform five daily walk-throughs of huddle rooms, conference rooms, and other open spaces on a set schedule in order to maintain cleanliness, furniture arrangements and ensure occupancy policies.
  • Provide Office Services support in managing/relaying requests to cleaning and maintenance crew.
  • Open office each morning: turns on lights, makes coffee, ensures huddle rooms, conference rooms, and office spaces are clean. Maintains umbrellas in private outdoor area.
  • Serves as back-up receptionist: breaks throughout day, lunch, vacation, etc.
  • Serves as back-up mailroom clerk support (deliveries, FedEx, employee requests).
  • Manage on-site catering orders for all internal and client meetings. Assists coordinators with meeting set-up and take-down.
  • Purchases – online and offsite – supplies and food for agency.
  • Main support staff for internal and some external agency events.
  • Manages on-site food market. Communicates feedback to vendor.
  • Coordinates yearly emergency preparedness seminars, CPR and First Aid trainings.
  • Supports Office Services projects: archiving, filing/storage, moves, new hires and lap top policy. 
  • May assist Facilities Manager with furniture relocations and set-ups as required.

Experience: At least one year experience in an office environment or customer-related business.

Education: Two year degree.

Skills and Abilities:  Proficiency in Microsoft Office. Highly detailed. Can handle complex instructions from multiple types of personalities. Demonstrates ability to remain calm under pressure. Ability to follow through and meet tight deadlines with accuracy. Creates partnerships and possesses a collaborative spirit. Must demonstrate ability to prioritize balance work objectives. Able to anticipate needs of office and respond accordingly. Customer service and can-do attitude a must.

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