Office Coordinator Jobs

We are seeking a dynamic and highly-organized individual to join our team as an Office Coordinator for our Corporate Headquarters in Los Angeles. This position will be responsible for ensuring the smooth operation of day-to-day activities. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to handle multiple responsibilities simultaneously. This role involves overseeing various aspects of facilities management, event planning, office maintenance, procurement, as well as providing administrative support to various departments.

Office Management:

• Oversee maintenance and housekeeping tasks and liaise with vendors and building management for any repairs or service requests
• Ensure a clean, safe, and comfortable work environment for employees and visitors
• Implement and promote recycling initiatives within the office, including providing appropriate bins, signage, and education to employees
• Keep inventory of office furniture, equipment, and supplies, and ensure their availability
• Monitor office supplies and equipment, and coordinate their repair or replacement as needed
• Manage and maintain the overall appearance and functionality of the LA office

Event Planning:

• Arrange event logistics, including venue selection, catering, audiovisual setup, and transportation
• Coordinate and plan office events, meetings, and gatherings
• Manage event budgets, track expenses, and negotiate with vendors to ensure cost-effectiveness
• Collaborate with internal stakeholders to identify event objectives, requirements, and budgets

Snack and Lunch Management:

• Place orders for snacks, drinks, and other consumables, keeping within budgetary guidelines
• Maintain and stock office snacks and beverages, ensuring an adequate supply at all times
• Coordinate lunch orders and deliveries, taking into account dietary restrictions and preferences

Office Access and Security:

• Ensure compliance with company security policies and regulations
• Issue and track access credentials for employees, contractors, and visitors
• Manage office access systems, including badges, keys, and security codes
• Oversee the implementation and maintenance of security protocols and procedures

Administrative Support:

• Provide general administrative support to the office, including managing incoming/outgoing mail and correspondence
• Coordinate travel arrangements, including booking flights, accommodations and transportation for various departments and executives

Requirements

• Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace)
• Strong organizational and multitasking abilities, with excellent attention to detail
• Effective communication and interpersonal skills to collaborate with various stakeholders
• Knowledge of basic facilities maintenance and safety practices
• Familiarity with basic HR processes and procedures is advantageous
• Spanish fluency preferred: Ability to communicate effectively in both written and spoken Spanish, including fluency in reading, writing, and conversing in Spanish
• Demonstrated problem-solving skills and ability to handle emergencies or unexpected situations
• Flexibility to adapt to changing priorities and take on additional responsibilities as needed
• Ability to prioritize tasks and work efficiently under deadlines
• High school diploma or equivalent; additional education or certifications in office management or facilities management is a plus
• Proven experience in office management, administrative support, or a related role

Benefits

• Health Insurance: Medical, Dental, and Vision benefits
• Competitive comp package of base, bonus, and equity
• Brilliant, motivated, and fun team members
• Work-from-Home Stipend
• Pet Insurance
• Quarterly Volunteer Days
• Unlimited Paid-Time-Off
• 401K - company automatically contributes 3%