Office Coordinator

3 weeks ago

Raleigh, United States Targetbase Full time

As a data-driven, strategic marketing agency, we believe our clients become stronger when they leverage the wealth of information consumers provide every day. At Targetbase, we integrate technology, analytics, creative, digital and strategy to create a better consumer experience, which improves consumer engagement and drives a more profitable outcome for clients.

The Office Coordinator is responsible for organizing and coordinating administration duties and office procedures with a high levels of customer service for the assigned office.

MAIN RESPONSIBILITIES

* Serve as the point person for office related duties including maintenance, supplies, equipment, errands, and similar
* Maintain the office condition and arrange necessary repairs
* Liaise with facility management vendors, including cleaning, catering, and security services
* Keep stock of office supplies and place orders when necessary
* Acts as a point of contact for deliveries to the office
* Coordinate with Technology and Business Systems team on all office equipment
* Establishing and maintaining relationships with new and existing vendors
* Provide general support to visitors
* Provide administrative support to on-site team, including:
* Scheduling meetings/managing calendars
* Arranges travel logistics; completes expense reports for vice presidents and above
* Organizes and prepares for employee/client/new business meetings and engagements
* Liaise between offices and assist administratively when it comes onboarding new employees, employee exits, training sessions and company-wide events
* Supports new hire launch process; ensures that new on-boarding process is followed and provides day-to-day information on internal procedures
* Address employee queries regarding office management issues (e.g. technology/laptop/hardware and travel arrangements);
* Produces output based upon what is assigned as part of the daily workflow
* Collaborates with team members across the agency
* Partner with People Solutions and other internal stakeholders to define, update and maintain office policies and procedures as necessary to improve overall office operations
* Communicating internally and providing important feedback to appropriate team members
* Assist colleagues whenever there is an opportunity to do so
* Identifies ways to improve and/or streamline processes; assists in the implementation of new processes
* Has an active, valuable role on client and internal teams; proactively connects information coming from multiple sources and understands how this information will affect internal and external team members
* Provides input into the production of standards manuals and other training materials such as software documentation, cheat sheets, helpful hints, etc., involving specific hardware/software issues
* Utilizes and ensures adherence to Targetbase standards within functional group
* Participates in interviewing and mentoring new support staff members as necessary

EXPERIENCE & EDUCATION

* 5+ years of office coordination/management experience; experience in a professional services firm is a plus
* High school diploma; Associate's Degree is preferred

KNOWLEDGE & ABILITY

* Excellent time management and organizational skills with attention to detail
* Outstanding abilities to communicate in person, in writing and over the phone
* Able to work with professionals at different levels within the organization
* Able to collaborate and resolve conflicts when working with individuals and teams
* Familiarity with common procedures used in the operations of an office
* Strong skills in Microsoft Office with knowledge of other office management tools and applications
* Hands on experience and understanding of how to operate standard business equipment
* Ability to critically think and structure priorities
* Able to multitask and work under pressure

This is a hybrid role. 3 days a week in our Raleigh office and 2 days working from home.

Targetbase is a part of Omnicom Precision Marketing Group (OPMG). OPMG aligns Omnicom's global digital, data and CRM capabilities to deliver precisely targeted and meaningful customer experiences at scale. Using its universal framework of connected data, connected intelligence and connected experiences, OPMG provides services that include data-driven product / service design, technology strategy and implementation, CRM / loyalty strategy and activation, econometric and attribution modelling, technical and business consulting and digital experience design and development.

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