Facilities Office Coordinator

Trusted Media Brands•Milwaukee, WI

About The Position

We are looking for an organized and proactive Office Coordinator to join our team. Reporting to our Facilities Manager, this position will be the first point of contact for our employees and guests for office inquiries. They will handle reception duties along with collaborating with our teams for administrative support. You will bring your fun and pleasant disposition to our guests and employees. You are a quick learner and willing to use your initiative to allow you to work alone without supervision. Can demonstrate good judgment by handling sensitive information in a confidential manner. Have a customer service-oriented mindset. If you're organized, proactive, and thrive in a dynamic environment, we invite you to apply to join our team.

Requirements

High school diploma or equivalent
Proven experience in an administrative support role or similar position
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
Excellent verbal and written communication skills
Ability to work independently with minimal supervision and as part of a team
Positive attitude, professional demeanor, and strong work ethic
Handle sensitive and confidential information with discretion and professionalism

Responsibilities

Serve as the first point of contact for all office-related inquiries, both internally and externally
Front desk coverage
Answer, and forward incoming phone calls
Maintain office supplies inventory, anticipate needs, and place orders as necessary
Coordinate office events, meetings, and conferences, including scheduling, setup, and catering arrangements
Manage incoming and outgoing mail, including sorting, distributing, and processing shipments
Ensure the cleanliness and organization of communal office areas
Assist with invoice processing, expense tracking, and budget management
Collaborate with other departments to support cross-functional initiatives and projects
Manage to new hire/separations in Milwaukee office
Work with Digital Editorial team management with customer request from RMS
Liaison with IT on computer equipment returns
AD Hoc administrative / Getty access, Mastheads
Manage to new security system/badges - Castle
Contributor mailings
Conduct regular inspections of the office space to identify and address maintenance issues, safety hazards, and cleanliness concerns
Liaise with external vendors and service providers for facility repairs, maintenance, and renovations
Monitor and manage office equipment, including printers, copiers, and AV systems, to ensure proper functioning and maintenance
Maintain accurate records of office layouts, equipment allocations and security access
Update parking system for in-office employees and visitors