Office Coordinator

Job responsibilities will include, but are not limited to, the following:

Operations Support

• Manage upkeep of office space, cleaning crew, HVAC maintenance, showroom, etc.
• Ensure the office space appearance is at its best and work closely with interns and showroom team for upkeep off showroom, conference rooms. Kitchen and storage areas..
• Sort mail and distribute packages to appropriate team members.
• Manage the corporate telephone switchboard, phone sheet, and e-fax account.
• Liaise with building management regarding badges, guest passes, building systems, vendor forms, COIs and traction guest book.
• Monitor pantry and kitchen operations with Interns.
• Manage daily office maintenance: order office supplies, furniture, fixtures, printers, office equipment and maintaining office equipment logs.
• Own and manage database and efficient operation of all office equipment, Adobe accounts, computers, iPads, cell phones, key cards and schedule necessary maintenance.
• Coordinate with Distribution Center and offshore order processing team with regard to any changes in PO’s and delivery expectations/ delays in meeting SLA.
• Lead and manage DHL and UPS approvals for all domestic and international shipments. Troubleshoot any supply chain related issues
• Manage corporate hotel and airline programs, enroll team members to collect, and redeem points
• Assist with executive management travel arrangements, expense portfolio, record keeping, and all family personnel as needed.
• Work closely with executive team to create business intelligence reports
• AR/AP support- work closely with AR and AP teams to get trained in processes as a back up
• Organize and maintain files and records as needed.

Human Resources Support

• Coordinate and support the employee life cycle of DL1961 and report updates to HR Department.
• Manage and maintain smooth Onboarding and Offboarding processes for Full Time and Part Time hires.
• Manage IT New Hire Operations and report updates to HR Department.
• Support the 30/60/90 days review, benefits overview and onboarding and workplace harassment prevention training for new hires.
• Support the mid-year and annual review admin processes managed by the HR Team.
• Update job descriptions and screen candidates and work closely with managers to build effective pipelines for future opportunities for all departments.
• Support the following HR /IT functions: Hoduphone, Brivo Mobile App and Registration, Directory, Organizational Charts, Team Office Schedule, IP2Talk, New Hire Checklists, Equipment Memo Forms, iPad, and Laptop Inventory and Workbook.