Office Coordinator

Kobalt Music•Nashville, TN

25d•Onsite

About The Position

Kobalt Music is hiring a service-driven Office Coordinator to provide receptionist coverage and serve as the onsite facilities point person for its Nashville office, five days a week. Reporting to the General Manager and Senior Vice President of Creative, this role requires strong organization, communication, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The Office Coordinator welcomes visitors, guests, and writers; maintains shared office spaces and pantry supplies; coordinates parking, supplies, employee onboarding needs, desk bookings, meetings, events, and office moves; and works with employees, building representatives, and vendors to address facilities issues. The role also includes hands-on office tasks such as receiving and delivering mail and items, moving furniture and boxes, assembling small furniture, and performing basic upkeep. Kobalt describes itself as a music and technology company that works to make the industry more transparent, fair, and rewarding for creators. Its stated values are Music First, Transparent, Tech Powered, and Transformative. Kobalt is an equal opportunity employer and welcomes applicants from all backgrounds and identities; applicants may request adjustments during the hiring process.

Requirements

Proven experience in a similar Facilities and/or Office Management position.
Service-oriented, with outstanding written and verbal communication skills and solid people and customer service skills.
Proactive self-starter with strong attention to detail and an ability to identify and improve company operations while responding to requests.
Excellent follow-through and problem-solving skills, with an ability to multitask.
Ability to lift and move light objects weighing up to approximately 25 pounds.
Ability to walk, sit, and stand for longer periods of time.
Computer proficiency and good working knowledge of Google GSuite.

Nice To Haves

Experience working with contractors or external vendors.

Responsibilities

Provide receptionist coverage by greeting visitors, answering phones, and generating internal and external correspondence.
Maintain the kitchen and common areas by keeping them clean, organized, and stocked; wipe down counters and tables; and operate the dishwasher daily.
Welcome guests and writers and help ensure they have a positive first impression of the company.
Manage parking access and liaise with parking vendors.
Assist with ordering office supplies and managing inventory.
Set up new employees with credentials, key card access, office space, equipment, and supplies.
Help coordinate employee office attendance and ensure desks are booked in Envoy.
Assist with planning and executing staff and office events, including setup and breakdown.
Coordinate meetings, conference calls, and schedules, and monitor artist calendars.
Raise invoices and purchase orders for building- and facilities-related work and vendors.
Participate in planning and executing personnel moves within the building and at offsite locations as needed.
Unpack boxes and deliver items and mail to the appropriate people.
Coordinate facilities issues, maintenance requests, and corrective measures with employees and building representatives.
Perform general handy work, including hanging artwork, moving furniture, lifting boxes, assembling small furniture items, fixing desks and office chairs, and changing light bulbs.