Office Coordinator

AEG Worldwide•Los Angeles, CA

15h•Onsite

About The Position

Our new Office Coordinator will be responsible for leading daily administrative and office services functions, including maintenance services, supply needs, utilities, kitchen inventory, etc. This role works with the local HR Manager and other departments to plan and execute employee events and office perks.

Requirements

High School Diploma or its equivalency
2+ years of related experience
Experience working with managers and leadership within and outside the company, as well as experience with customers, vendors, and visitors
Experience with multitasking, event planning and execution, and expense management
Proficient in Microsoft Office Suite (Word, Excel, and Outlook.) Familiarity with creating reports in Excel is preferred.
Ability to manage one’s own time, prioritize tasks when given clearly defined goals and objectives and be self-directed and able to work independently.
Comfortable with engaging in a variety of different communicative modes (verbal, non-verbal and written) and being attuned to others through strong active listening skills.
Ability to protect the confidentiality and privacy of others in addition to company documents and records when privy to sensitive information.
Demonstrates judgment and discretion with regard to interpersonal relationships; flexibility to make decisions to ensure smooth and efficient office operations.
Friendly, upbeat, energetic, and approachable, with the ability to act with care and discretion. Flexible and reliable team player, both within own department and within company as a whole.
Independent thinker and problem solver.
Ability to identify problems, their sources, and their potential solutions while continuing to successfully conduct day –to-day operations without interruption.

Responsibilities

Serve as receptionist and greet employees and assist office visitors, providing a welcoming office experience.
Serve as the primary point of contact for Los Angeles office vendors including building maintenance.
Pick-up and distribute mail
Respond to internal and external office-related inquiries or requests and provide initial assistance. Escalates matters to the appropriate department leader or to HR.
Review, order, and distribute inventory for the breakroom. Manage the servicing and maintenance of drinking water, ice machine, dishwashers, refrigerators/freezer, microwaves, toaster ovens, coffee, snacks, etc.
Stock and replenish food and drink supplies in employee break areas throughout the day as needed.
Coordinate recurring orders (i.e. Costco, donuts, bagels, etc.) and organize inventory storage. Includes weekly order of Costco and putting away the inventory.
Maintain cleanliness and organization of shared spaces, including routine refrigerator clean-outs.
Review, order and distribute office supplies including but not limited to copy paper, markers, pens, batteries, etc.
Responsible for employee and special event planning and/or logistics related to events, including management of expenses, internal/external resources, and ensuring all expenses are accounted and provided to HR management. This includes monthly celebrations as well as other office events.
Create content for TV’s and AXS Hub including but not limited to New Employees, Birthday lists, New Hire lists, Holidays, company events and announcements. Upload and organize content to all regional/global offices; Work with global HR leaders for content relevant to their markets
Support onboarding of new employees, including welcome emails, creating badges as necessary, assigning parking and amenities, New Fanatix slides, etc.
Create New Hire boxes for all LA hires; Ship welcome boxes to remote hires
Assign CMC Safety training to all new employees to the CMC building
Arrange deactivation of building/parking access for all exiting employees
Arrange shipping of equipment and personal belongings for all exiting employees
Manage Concur expenses for HR team including uploading receipts and submitting reports in a timely manner for HR team and CTO.
Performs other related administrative duties as assigned.
Assist with ad-hoc HR special projects and initiatives.
Order company branded merch for new hires and other purposes.
Prepare for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.