Office Coordinator

About the role

The Office Manager is responsible for ensuring a safe, organized, and productive workplace. The role includes overseeing daily office operations, administrative duties, inventory control, and vendor and building management relations. The role requires being in the office 4 days/week. Directly reports to the Director of Office Administration (based in New York), with indirect supervision from the location head.

Responsibilities

• Manage day-to-day operations of the office to foster a positive and productive work environment.
• Oversee and support all administrative tasks, ensuring a well-organized, clean, and resource-stocked office.
• Develop, implement, and uphold office policies, procedures, and protocols to improve organizational efficiency.
• Execute Business Continuity Plans (BCP) to support ongoing office functionality.
• Act as the main point of contact for office resources (coffee, snacks, equipment, parking, badges, mail, couriers, postage, and copiers), and monitor contract renewal dates.
• Organize in-office events and training sessions, handling scheduling, staffing, catering, and cleanup for meetings and social functions.
• Coordinate with HR to assist with onboarding and offboarding processes and provide training and support to office staff.
• Maintain strong relationships with building management to ensure a safe and well-maintained office environment as well as overseeing parking with the building.
• Provide a collegial, productive employee experience by fostering an organized and well-functioning workspace.
• Aid in planning and executing in-office social and community events (e.g., holiday celebrations, team-building activities).
• Collaborate with the social committee and other groups to promote office-related functions and engagements.
• Work with internal communications to promote the office to the wider Gen II community through Viva Engage and the weekly newsletter.
• Maintain the Dallas office intranet page.
• Select and coordinate with external vendors as needed to support office resources and needs.
• Manage conference room schedules to ensure equitable and efficient use.
• Coordinate with HR to assist with onboarding and offboarding processes and provide training and support to office staff.
• Maintain strong relationships with building management to ensure a safe and well-maintained office environment as well as overseeing parking with the building.
• Serve as the reception point, handling visitor greetings, mail and packages, and main phone line management.

Requirements

• Education: Associates or Bachelor’s degree preferred.
• Experience: 2 - 5 years of administrative and executive support experience,
• Strong client service mentality with the ability to interact positively with a wide range of internal and external stakeholders.
• Multitasking capability with a thorough, process-oriented, and detail-focused approach.
• Independent judgment and critical thinking abilities in a fast-paced and evolving environment.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant office management software.
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient.
• Communication: Excellent interpersonal and communication skills for effective interaction across all organizational levels.

Qualifications

• Education: Associates or Bachelor’s degree preferred.
• Experience: 2 - 5 years of administrative and executive support experience.
• Strong client service mentality with the ability to interact positively with a wide range of internal and external stakeholders.
• Multitasking capability with a thorough, process-oriented, and detail-focused approach.
• Independent judgment and critical thinking abilities in a fast-paced and evolving environment.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant office management software.
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient.
• Communication: Excellent interpersonal and communication skills for effective interaction across all organizational levels.

Skills

• Administrative and Executive Support
• Office Management and Operations
• Vendor and External Relations
• Reception Duties

Benefits

Comprehensive benefits package including a commission plan.

Pay

$70,000 to $85,000, in addition to a commission plan.

Schedule

Hybrid schedule, comprised of four (4) days a week in our office and one (1) day remotely.