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Sr. Onsite Office Coordinator

Company: Russell Tobin & Associates LLC
Location: Santa Monica
Posted on: September 17, 2022

Job Description:

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 communications.
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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