Facilities Office Coordinator

About the Company

Trusted Media Brands (TMB) is the world’s leading community‑driven entertainment company engaging more than 200 million consumers worldwide across streaming TV, social media, web and print. Its portfolio includes FailArmy, Family Handyman, People Are Awesome, Reader’s Digest, Taste of Home, The Healthy, and The Pet Collective. The company leverages fan‑inspired content and offers data‑driven marketing solutions, award‑winning licensing services, and more. www.tmbi.com

About the Role

The Office Coordinator reports to the Facilities Manager and serves as the first point of contact for employees and guests. The role combines front‑desk reception duties with administrative support for various teams.

Responsibilities

• Serve as the first point of contact for all office‑related inquiries, both internal and external.
• Provide front‑desk coverage, answer and forward incoming phone calls.
• Maintain office supplies inventory, anticipate needs, and place orders as necessary.
• Coordinate office events, meetings, and conferences, including scheduling, setup, and catering arrangements.
• Manage incoming and outgoing mail, including sorting, distributing, and processing shipments.
• Ensure cleanliness and organization of communal office areas.
• Assist with invoice processing, expense tracking, and budget management.
• Collaborate with other departments to support cross‑functional initiatives and projects.
• Manage new‑hire and separation processes for the Milwaukee office.
• Work with the Digital Editorial team on customer requests from RMS.
• Liaise with IT on computer equipment returns and manage security system/badges (Castle).
• Handle ad‑hoc administrative tasks such as Getty access and masthead management.
• Oversee contributor mailings.
• Conduct regular inspections of the office space to identify and address maintenance issues, safety hazards, and cleanliness concerns.
• Liaise with external vendors and service providers for facility repairs, maintenance, and renovations.
• Monitor and manage office equipment (printers, copiers, AV systems) to ensure proper functioning.
• Maintain accurate records of office layouts, equipment allocations, and security access.
• Update parking system for in‑office employees and visitors.

Requirements

• High school diploma or equivalent.
• Proven experience in an administrative support role or similar position.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent verbal and written communication skills.
• Ability to work independently with minimal supervision and as part of a team.
• Positive attitude, professional demeanor, and strong work ethic.
• Ability to handle sensitive and confidential information with discretion and professionalism.

Benefits

Trusted Media Brands offers a collaborative and engaging culture, work‑life balance, generous time off, and comprehensive benefits and programs. More information about life at TMB is available at https://www.trustedmediabrands.com/careers/.