Office & Hospitality Coordinator

Red Bull•New York, NY

23h•Onsite

About The Position

The Office & Hospitality Coordinator serves as the public face of the brand within the office, oversees all office-related matters, and acts as the primary contact for On Premise hospitality requests in the region. In addition to greeting visitors, responding to incoming inquiries, and providing general administrative support to the office, this role manages key internal communications, in-office events, and hospitality initiatives. The position has a dotted-line reporting relationship to the local Regional On Premise Manager and receives support from the Director, Musketeers, on all On Premise hospitality-related responsibilities. In this capacity, the coordinator serves as the link between all internal hospitality requests and the regional On Premise team, ensuring that all requests are fulfilled and that market investments are leveraged to drive On Premise commercial impact.

Requirements

2–3+ years of experience in office management, event planning, and/or administration.
Experience performing administrative and clerical tasks.
Understanding of the on-premise business landscape.
Ability to work independently and in a proactive manner.
Highly organized, with the ability to multitask in a fast-paced environment.
Knowledge of office management practices and procedures, A/V equipment, and basic technology.
General experience managing budgets and creating budget trackers.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Excellent written and verbal communication skills.
Ability to manage multiple projects simultaneously.
Ability to work effectively with multiple leaders and diverse personality types.
Ability to brainstorm, coordinate, and execute social engagements and events.
Fluency in English; additional language skills are an advantage.

Nice To Haves

A bachelor’s degree is preferred.

Responsibilities

Serve as the first point of contact for general inquiries.
Warmly greet guests, visitors, clients, and solicitors and direct them to the appropriate person or location.
Receive, sort, and distribute mail, packages, and courier or food deliveries.
Assist employees with outgoing mail and shipping needs.
Answer employee questions regarding general office operations.
Complete various building operations projects as assigned.
Troubleshoot A/V, IT, and printer/copier issues, and arrange repairs for office equipment.
Maintain a thorough understanding of how all office systems function.
Schedule printer and IT service calls when necessary, and frequently refill or replace toner and paper.
Ensure the office entry/foyer area and all shared spaces provide a premium representation of the Red Bull brand and experience.
Manage and stream relevant Red Bull content on office televisions.
Provide virtual support to other regional offices as needed.
Manage and maintain the office supply inventory, including tracking product levels and updating spreadsheets.
Order and restock pantry coffee, snacks, general supplies, and Red Bull coolers first thing each morning and as needed throughout the day.
Oversee all external vendors who provide services or have contracts for the assigned office(s) (e.g., cleaning and repair services, alarm systems, coffee vendors, etc.).
Assist with onboarding new office employees, including setting up key fobs, alarm and access codes, parking, locker assignments, office guidelines, and ways of working.
Place bi-weekly orders for and restock supplies, including office supplies, printer/fax/copier toner, mailing supplies, kitchen supplies, stationery, snacks, fruit, coffee, water, and Red Bull products as needed.
Manage conference rooms by providing technical support and acting as a liaison to meeting hosts, adjusting and accommodating meeting needs as required.
Serve as the primary contact and on-site support for internal guests during meetings.
Manage general office vehicle fleet matters, including coordinating car pickups and transfers to and from the office.
Act as the main point of contact with property management for building repairs, heating/AC issues, trash and recycling, parking lot concerns, and related matters.
Serve as the first point of contact for the HQ IT team regarding all office-related IT issues.
Support general facilities management as needed.
Collaborate with executive assistants, department leads, and other internal stakeholders to proactively plan upcoming visits in response to both internal and global requests.
Coordinate with partner hotels to negotiate competitive room rates and facilitate group bookings.
Work with partner accounts to organize group dinners and events that support new distribution opportunities and incremental execution.
Collaborate with the Director, Musketeers, ROPMs, and the Field Sales Team to optimize hospitality spend and bookings, driving new distribution and improved execution.
Manage agendas, attendance lists, special requests, and budgets for key events.
Coordinate and oversee on-site execution to ensure a premium hospitality experience for all guests.
Identify and secure optimal hosting opportunities for various occasions and guest profiles.
Build and maintain relationships with partner hotels and accounts to support Red Bull product availability and in-outlet execution.
As directed by local On Premise leadership, develop relationships with key stakeholders at all accounts, including general managers, VIP hosts, bar staff, booking agents, and others.
Maintain all reception and office common areas, restrooms, printing stations, storage rooms, kitchen, bar, and conference rooms.
Coordinate post-event and post-meeting cleanup with the appropriate administrators and meeting hosts.
Address janitorial issues directly with the cleaning company.
Serve as the office’s first responder and primary contact for the alarm company.
Maintain the employee alarm code list and manage employee office access.
Process office vendor payments and manage any related citations.
Communicate with the Finance team regarding city regulations, such as business licenses and related requirements.
Manage requests for furniture repair and/or replacement, and coordinate office moves as needed.
Maintain an organized open office environment and workstations, and troubleshoot or resolve basic technical issues.
Maintain and update the Office Coordinator guidelines.