Office Coordinator

About this role

The Office Coordinator role is hourly, non-exempt, and part-time. The working days for this position are Tuesday, Wednesday, and Thursday. This role is fully onsite.

Our Office Coordinator is primarily responsible for championing internal office projects for Arm Candy, LLC. The Office Coordinator will collaborate and communicate in lock-step with the Director of Human Resources and Managing Director, Operations.

The Office Coordinator will help to keep the office running smoothly on a daily basis and provide support for all agency employees.  Office management is expected to be a daily portion of the role taking an average of 60% of time/effort.

The Office Coordinator will contribute to the human resources needs of the company.  This will include assisting and supporting the Director of Human Resources directly with candidate recruitment, all the way from scheduling interviews through onboarding new hires and on-going talent human resources support for employees.  The human resources support is expected to take an average of 40% of time/effort.

Arm Candy’s Office Coordinator will be a fantastic person to work with being described as a positive, inspirational, collaborative, and a doer.  The Office Coordinator will inspire our teams with consistency, proactivity, and will work to represent AC values daily. 

This role reports to the Director of Human Resources and is on the Operations team.

Key Responsibilities

Office Management – 60%

• Maintains the appearance and atmosphere of the office area
• Handles signing for packages and distributing mail
• Provides general administrative support to employees
• Executes procurement of office supplies and equipment
• ​​Runs business errands – going to the store to pick up supplies, etc.
• Stocks the refrigerator with drinks and the pantry with snacks
• Completes the maintenance of the coffee machine
• Loads and unloads the dishwasher
• Sets up and takes down events
• Assists with company wide events
• Validates guest parking
• Welcomes visitors into the office and directs them in a courteous and timely manner
• Checks-in all interview candidates, vendors, and contractors
• Displays enthusiasm in receiving and directing telephone calls
• Executes office management projects
• Looks for ways to add value and assist the agency
• Performs all responsibilities with a high degree of initiative
• All other administrative duties as assigned
• Estimated on average 60% of time / focus (~14.5 hours week)

Human Resources – 40%

• Helps show up every day and demonstrate AC values to all
  • Presence in office, providing feedback, consistently getting stuff done
• Gives office tour to candidates and guests as needed
• Assists in scheduling interviews, events, meetings, and more on Google Calendars
• Coordinates travel and booking conferences for employees
• Helps organize in-office activities
• Helps with new employee onboarding
• Assists with PTO tracking and requests
• Creates gift bags for new employees
• Efficiently takes advantage of AC processes: Google Suite, Asana, and Slack
• Assists Manager with special projects and reports as required
• Estimated on average 40% of time / focus (~9.5 hours week)

Qualifications

• Exceptional ability to create a welcoming environment
• Extremely strong time management skills
• Strong communication and organizational skills
• Strong sense of responsibility and urgency with tasks
• High attention to detail
• Demonstrated strength in multi-tasking
• Excellent planning, written, and verbal communication skills
• Must be proactive and solution-oriented
• Highly reliable, accurate, and works well independently
• Team player, flexible, cooperative and willing to help in all areas of the office

Position Status: 

Hourly Non-Exempt