Office Coordinator

OVERVIEW

The Office Coordinator is an in-office position and an essential, entry-level role that ensures the smooth day-to-day operation of our office and supports our HR and Finance teams.

You will manage office logistics, provide administrative and operational support across departments and assist with internal culture initiatives. This role is perfect for someone detail-oriented, proactive, and excited to grow within a fast-paced, creative agency environment

ROLES & RESPONSIBILITIES

OFFICE ADMIN & FACILITIES

• Manage the front desk greeting all employees and guests.
• Answer phones and greet guests and deliveries.
• Act as a point of contact for on-site visitors and external vendors.
• Manage Uber, DoorDash, Amazon, and similar accounts, ensuring proper business use and documentation.
• Liaise with building management and facilities vendors (cleaning, repairs, plants).
• Maintain supply orders, mail/shipping, and general office tidiness.
• Handle parking allocations, kitchen stock, and snack/beverage inventory.
• Prepare and maintain meeting rooms and shared spaces.
• Maintain the company notice board and required compliance postings.
• Act as Emergency Safety Officer.
• Ensure office security (doors locked and closed at end of day).
• Assist with onboarding new hires

EVENT PLANNING & COORDINATION

• Support planning and execution of team events, offsites, screenings, and celebrations.
• Coordinate travel and logistics for shoots or company trips.
• Help recognize birthdays, anniversaries, and internal morale boosters.

OPERATIONAL SUPPORT

• Assist Finance with preparing client invoices and entering AP data.
• Issue Independent Contractor agreements and ensure timely signature.
• Submit contractor invoices into the AP system & Harvest with correct GL coding.
• Track PTO vs. timesheet data weekly and liaise with department heads for corrections.
• Chase missing timesheet entries and flag to team leads.
• Process employee expenses and ensure adequate documentation.
• Ensure credit card receipts, coding, and business purposes are provided by cardholders & records maintained.
• Maintain and issue insurance COIs for clients/vendors as requested.

ADMINISTRATIVE ASSISTANCE

• Support HR and Finance with ongoing administrative duties.
• Maintain accurate digital filing systems for HR and finance documents.
• Assist with onboarding logistics (equipment, office tours, checklists).
• Help track compliance training and performance review schedules.

INNOVATION AND CULTURE

• Promote a positive, can-do atmosphere across all teams.
• Lead by example in professionalism, courtesy, and dependability.
• Suggest and implement improvements to administrative workflows.
• Foster a collaborative environment that aligns with Legion’s values.

QUALIFICATIONS

• 1 years of experience in an administrative, office coordination, or operations role (internships or agency experience a plus).
• Strong organizational and time-management skills.
• Clear verbal and written communication skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• A proactive mindset with strong attention to detail.
• Comfortable working on a Mac and using tools like Google Workspace (Docs, Sheets, Gmail, etc.)
• A collaborative attitude and eagerness to support multiple departments.

PREFERRED SKILLS

• This position requires access to confidential financial and personnel information; the Office Coordinator must exercise a high level of discretion and maintain strict confidentiality at all times.
• Familiarity with project management tools (e.g., Trello, Monday.com).
• Interest in HR, finance, or production/creative agency environments.
• Experience planning internal events or coordinating logistics.
• Comfortable supporting executives or senior team members with administrative tasks.
• Understanding of basic office technology and willingness to troubleshoot or find solutions independently.

WHAT WE OFFER

• $25/hr non-exempt plus excellent benefits
• A collaborative, inclusive, and creatively-driven work culture.
• Mentorship and training from experienced professionals across departments.
• The opportunity to gain hands-on experience in agency operations, HR, finance, and culture-building.
• Exposure to high-profile entertainment and brand campaigns.
• A fast-paced, dynamic environment where your contributions are valued and visible