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Operations Coordinator

The Operations Coordinator will be responsible for operations administration and general office management.

The candidate should be a friendly, detailed, energetic and proactive individual who desires to work with people in a fun, well-cultured agency positioned in a fast-paced, exciting industry.

Responsibilities:

Top Line Responsibilities:

  • Be a cheerful and helpful contact for the internal staff and promote a positive work environment.
  • Ensure that the office is kept in a neat and clean condition and reflective of a professional work environment.

Office Management:

  • Open, prepare and close office each day making sure that conference rooms are orderly and stocked with beverages, mice and keyboards are working and that all equipment is turned off at the end of the day.
  • Answer and maintain a multi-line phone system; directing calls to the appropriate party throughout the office.
  • Coordinate shipping/receiving all packages through FedEx, UPS, courier service and regular mail, and distribute to employees.
  • Manage office and kitchen supplies, including but not limited to:
  • Maintain vendor relationships/ordering with office coffee and water vendors
  • Handle weekly and ad hoc vendor orders for Costco, Amazon Fresh, Friday breakfasts, Staples, business cards, BLITZ swag
  • Maintain cleanliness and orderliness of office and kitchen area, alerting janitorial staff to need for cleaning, provide light kitchen maintenance ie. dishwasher loading/unloading, cleaning out fridge every Friday, water the plants.
  • Ordering food for any client or company meetings.
  • Complete Ad hoc projects - Prioritize and manage multiple initiatives or projects simultaneously, and follow through in a timely manner.
  • Manage internal spreadsheet of employee contact information, parking, attendance and paid time off requests
  • Coordinate repairs and maintenance requests with building engineering. Facilitate Director of Operations with office improvements and changes, including ordering furniture and overseeing the installation.
  • Welcome guests and clients, offering them beverages, making sure they are setup with any office space or electronic needs, and validate parking upon exit

Operations assistance:

  • Assist with weekly collection of employee timesheets and contractor invoices
  • Facilitate onboarding/offboarding process for new hires and terming employees
    • Send out First Day email to new hires with parking information/BLITZ info
    • Work with dept. heads to figure out seating
    • Set up desk with new hire swag
    • Ensure the onboarding experience is seamless and welcoming for new hires
    • Alert IT to network activations/deactivations (work with dept. heads to figure out)
    • Verify I9 materials
    • Orientation to all new hires: tour, benefits overview, time tracking, Slack, etc.
  • Execute and oversee holiday (and anniversary) gifts for clients and employees. Includes:
    • Working with management to keep a list of clients for gift receipt
    • Source ideas for client and employee gifts
    • Order and execute shipping and packing of gifts
  • Maintain OOTO daily calendar
  • Coordinate candidate interviews
  • Facilitate finance department with monthly duties:
    • Collect all corporate credit card receipts, scan, and upload to Corporate system
    • Code and track spending
  • Be the liason between internal staff and ASM department contacts. Includes:
    • Help employees track and understand vacation balances
    • Guide employees through time off requests and approvals
      • Including 90 day PTO probation
    • Work with employees as an ASM guru showing timesheets, pay slips, address changes, expense reports etc.
    • Keep track of Comp Time issued by managers and how to use them.
    • Assist Director of Operations and Talent Manager with recruiting paperwork and routing

Employee Satisfaction & Culture:

  • Monitor employee morale and satisfaction with BLITZ, raise any concerns about employee morale or suggestions for improvements to company management.
  • Implement and oversee employee recognition program to help BLITZ employees feel appreciated.
  • Schedule, Planning and Execution of company parties/outings/meetings (Meals, budget, time delivery etc)
  • Brainstorm theme of meetings/fun ways to keep employees happy
  • Send Reminders about meetings/parties
  • Create and source content for quarterly newsletter- ensure printing upon completion
  • Assist with any employee growth initiatives for employees
  • Assist with booking of large meeting spaces

Qualifications:

A strong candidate must have:

  • An outgoing personality and desire to participate in a fun, but professional work environment
  • The capacity to have a dialogue with employees and clients that demonstrates sincere caring
  • Proficient computer skills with knowledge of Word, Excel, and MS Office
  • A professional, polished appearance and demeanor at all times
  • Outstanding communication skills both written and verbal
  • Patience and ability to manage diverse personalities
  • Ability to work independently and “think ahead”
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