Sr. Onsite Office Coordinator
Company: Russell Tobin & Associates LLC
Location: Santa Monica
Posted on: September 17, 2022
Russell Tobin & Associates is seeking a Sr. Office Coordinator
to work onsite for our client. This is an excellent opportunity to
join one of the largest communications company in the US. Candidate
must have experience in Facilities Management Operations. Apply
today for immediate consideration!
Job Title: Senior Office CoordinatorPay: $28.57/hourDuration: 6
monthsSchedule: Monday - Friday; 40 hrs/weekLocation: ONSITE -
Santa Monica, CAVaccination Required
Candidates must live in or surrounding the Santa Monica, CA area
for consideration. -
Our client is seeking a Sr. Office Coordinator to manage their
Santa Monica office. This role will partner with the Regional
Manager, Receptionist, Onsite Security, Onsite Janitorial & local
employees in operating and maintaining the office. This role will
report to the REW Regional Manager.
Requirements: - - --- -Manage and maintain an office of 18,000 sq.
ft. - - --- -Manage the onsite workplace team including full time
receptionist & janitorial. Partner closely with onsite security to
ensure safety of employees. - - --- -Develop office Annual
Operating Expense (OPEX) budget, manage to it, work with Regional
Manager and Finance/FP&A on quarterly analysis and
reforecasting. - - --- -Manage all office requests using the
company's internal work order ticketing system. Respond in a timely
manner per the established department metrics. Answer questions and
perform tasks as requested. Escalate when necessary. Engage outside
parties as required to fulfill tasks (repairs, etc.) Ensure that
top customer service levels are being met via prompt, friendly
response. - - --- -Manage contracted service vendors. Ensure
providers are meeting contract Service Level Agreements (SLAs).
Onboard new vendors, establish Purchase Orders (POs), and be point
person for any payment or invoicing issues. Responsible for
providers of janitorial, HVAC and general maintenance, food
services, office supplies, interior plants, appliances, furniture,
parking, pest control, shipping, movers, and ergonomic adjustments.
- - --- -Act as the company's liaison with Building Management
staff to coordinate Building Services, amenities, etc. and relaying
messaging on behalf of Building Management to staff regarding
office closures, parking garage, building repairs, etc. - - ---
-Review all vendor invoices, work with providers if any
discrepancies. - - --- -Maintain office floor plan, seating and
headcount charts. Coordinate approved moves. Provide reporting as
requested. - - --- -Provide as needed operational support to the
Data Center Team - - --- -Participate in menu planning sessions and
provide input on food service program. - - --- -Coordinate company
New Hires and Departures with HR, IT, and Security. - - ---
-Inventory, order, and replenish stationery stock as required. - -
--- -Work closely with local leadership on all business unit needs.
Provide high touch service in response to requests or issues from
leadership. Support culture of office in communication and action.
- - --- -Work with Regional Manager and Global Design &
Construction on any office improvement projects. - - --- -Provide
support for events within the office. Plan, organize and execute
approved internal office events as directed. Coordinate food with
onsite provider, or external supplier as necessary. Coordinate
logistics and space setup. Work with janitorial staff to ensure all
spaces are prepped for events and promptly cleaned and reset after.
Work with Security to coordinate guest access for a positive guest
experience. Liaise with ITSys for A/V or IT needs. Team with Global
Events team as necessary on applicable events. - - --- -Plan and
coordinate two off-site events per year - Summer Picnic and Holiday
Party. - - --- -Other similar responsibilities, consistent with the
above, to be assigned.
Who you are: - - --- -Proven ability to work under pressure and
adapt to a rapidly changing business environment. - - ---
-Qualified candidate will have a track record of maintaining and
tracking processes and procedures for facilities support. - - ---
-Demonstrated analytical skills necessary for the collation of data
and production of information in a corporate setting. - - ---
-Proven ability to manage internal customer relationships with an
emphasis on prompt, respectful service. - - --- -Strong written and
verbal communication with an emphasis on prompt, friendly
Qualifications: - - --- -BA/BS degree in business, management,
operations or equivalent combination of education and related
experience. Prior experience supporting special events a plus. - -
--- -Experience building & maintaining a budget - - --- -Prior
people management experience - - --- -Prior subtenant experience a
plus. - - --- -Ability to lift 25 lbs.
Russell Tobin & Associates offers benefit options to our employees
after 60 days on assignment. #e2ecoe
Keywords: Russell Tobin & Associates LLC, Santa Monica , Sr. Onsite Office Coordinator, Administration, Clerical , Santa Monica, California
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