Office Coordinator

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.). 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.

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