Job Openings

Office Coordinator

Job ID: BH492389

Category: Office Manager, Administrative Assistant

Specialty: Administrative

Office Coordinator

Must Haves:
– 2 years of admin experience
– Proficient with MS Office Suite, including Outlook, Excel, Teams, PowerPoint, Word
– Technically advanced, ability to learn new systems 

Responsibilities

  • Manage reception area and common spaces like conference rooms to ensure they maintain a professional appearance. 
  • Welcome employees, vendors, and visitors 
  • Liaise with facilities and staff as necessary to maintain general appearance of the office
  • Manager conference room calendars including scheduling internal and external appointments, confirming meetings, and coordinating with others as needed
  • Ensure copy room and supply closets are stocked with paper and supplies
  • Manager and coordinate supply ordering with admin team

Security

  • Onboarding new employees – create and maintain badges through Genetec and working with the security team 
  • Managing visitor and visitor badges 

Health and Safety

  • Designated Safety Champion – Ensuring all safety protocols are being followed in both offices 
  • Manage daily safety protocols for both office locations to ensure the offices are clean, surfaces are being disinfected, and PPE is stocked 

Vendor/Relationships

  • Maintain relationships with  Facilities team,  Conference Center team, Catering team, technology support team and any other internal/external vendors that support the day to day operations of the office 

Mail/Deliveries 

  • Open, organize and distribute incoming mail and other deliveries. (Possibly to end users, possibly to team admin) 
  • Manage the outgoing mail/package process  

In Office Events/Townhalls/Meetings

  • Provide support for events in the office, including Townhalls [and significant visitor meetings (eg, pre-board)]. To be determined, but responsibilities may include:  
  • Sourcing and scheduling support vendors 
  • Arranging furniture as needed 
  • Communicating with office regarding high-touch visitors / meetings
  • Working with IT to coordinate AV support 

Projects/Support

  • Assisting with special projects and performing other administrative duties and functions as requested. 
  • Working with the Admin team to provide additional support when needed 
  • Manage the Office seating reservation system and provide support to onsite employees

#professional

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: New York, New York