Office Coordinator

About the role

Screen Pilot is an award-winning, integrated marketing agency specializing in the hospitality, travel, and leisure markets. Operating globally with a "Smart With Heart" philosophy, we combine bold, emotionally resonant creative with advanced data insight to deliver tailored customer journeys.

Responsibilities

• Manage team scheduling within our project management software on a weekly basis, allocating resources and tasks to support specific, dedicated operational queues.
• Serve as the initial point of contact for basic IT troubleshooting, workspace tech setups, and general office technology needs.
• Cook up employee onboarding and offboarding processes, ensuring smooth transitions and access setup.
• Perform basic recruiting tasks, including interview scheduling, candidate communication, and tracking applicant flow as needed.
• Maintain the central accounting inbox, triaging emails to the appropriate personnel.
• Handle the entry of AP invoices into QuickBooks Online with a high degree of accuracy.
• Extract client and vendor contact updates from communications to keep internal databases up to date.
• Track e-signature documents, monitoring expiration dates to ensure timely contract execution.
• Audit team certifications and compliance records regularly to maintain industry partnership standards.
• Lead end-to-end planning for company events, annual parties, and team-building activities to foster company culture.
• Manage office catering for meetings, events, and team lunches.
• Perform routine audits and replenishment of office snacks, beverages, and general office supplies.
• Process office mail and ensure accurate distribution to appropriate personnel.
• Submit and track facilities or maintenance requests through the building tenant portal.
• Maintain equipment for internal teams.
• Serve as the primary point of contact for travel arrangements and logistics for visiting team members.

Requirements

• Bachelor's degree in Business Administration or equivalent hands-on experience in office administration.
• 2+ years previous experience in office management, administrative support, or a similar role.
• Proficiency with QuickBooks Online and Google Workspace.
• Exceptional organizational skills and strong attention to detail, with a proven ability to prioritize tasks in a fast-paced environment.
• Level-headed under pressure with strong written and verbal communication skills.
• A proactive problem solver who takes full ownership and accountability of their work.

Skills

• Proactive problem solver
• Strong organizational skills
• Attention to detail
• Ability to prioritize tasks
• Written and verbal communication skills
• Experience with QuickBooks Online and Google Workspace

Benefits & Perks

• 401(k) eligibility
• Medical, dental and vision benefits
• Short Term Disability, Long Term Disability & Life Insurance Benefits
• Hybrid Work Model
• Generous PTO allowance
• Parental leave
• Volunteering PTO
• Professional & Personal Development
• Student Loan Repayment Plan Contributions
• Wellness Reimbursement Program
• Dog-friendly office

Company Culture

Screen Pilot is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Screen Pilot is an E-Verify employer. Learn more about your rights under E-Verify by visiting e-verify.gov.