Office Operations Coordinator

Description:

Key Tasks:

Reception:

Support Experience Coordinator or Experience Manager with oversight of Front Office Coordinators and assume FoH coordinator responsibilities as needed.

Customer Support:

Respond to ad hoc Slack notifications from the client about Workplace or site specific questions. Redirect them to appropriate resources or channels as necessary.
Act as a point of contact for the client seeking help navigating all aspects of their workplace; both in-person and by email/Slack
Ensure prompt and positive responses aligned with the clients expectations of customer support and protocol to office incidents and requests

Event Coordination:

Update Site Specific event tracker with event information from JIRA. Review with Experience Coordinator or Experience Manager Weekly.
Send weekly event email updates
Pre Event Support: Support Experience Coordinator or Experience Manager with execution of event including support with booking rooms, sharing self-serve resources, answering questions from Event DRI
Support with event & office decorations, as needed
Day of event logistics: Support Experience Coordinator or Experience Manager with day of coordination including being present onsite, developing and setting up signage, vendor coordination, check-in logistics, event food and beverage set up, room setup
Post Event logistics: Support Experience Coordinator or Experience Manager with Event wrap up coordination including ensuring rooms are reset
Maintain WP specific fun cabinet for greeting cards decor

Onsite Management:

Update Site Specific onsite tracker with information from JIRA. Review with Experience Coordinator or Experience Manager Weekly.
Pre Onsite Support: Coordinate with DRI on room availability, attendee list, sharing self serve resources, moving furniture, working with external vendors on snacks/food ordering, creating and distributing signage, Send "before you go" emails, supporting front desk team with guest management
Post Onsite Support: Furniture and room resets, Send close out emails to teams

Projects:

Coordinate move logistics
Assist with onsite vendor support and coordination as required

Office Management:

Floor walks (Daily & Weekly). Document audit information for Experience Coordinator or Experience Manager and ensure issues are raised with vendors.
Support issue with vendors as assigned and follow-up on progress and ensure that issue is resolved within expected SLA
Support Experience manager in ensuring that regular maintenance are being performed by vendors and tracked on maintenance calendar
Furniture resets (Daily)