Office and Community Specialist

2 weeks ago

New York, United States THOR Companies Full time

Location: New York, Williamsburg, Brooklyn

Reporting to: Corporate Services Director - in London

Salary: $65,000K- $75,000K

Office Management

  • Full responsibility over the overall workspace impression and experience for the workforce at Thor. This includes the experience from first start day throughout the employment.
  • Full responsibility over running an office that is promoting high performing work culture and offering workspaces and environment that facilitates achieving Thors Vision and objectives. Responsible for ensuring that the daily operations and facilities for the offices are maintained, executed, and delivered on time.
  • In order to execute the above, coordinating the collaboration between different departments, platforms/tools and calendars efficiently. Support with administrative and coordinating tasks where possible.
  • Driving new initiatives that contribute to long-term and short-term effective business operations.
  • Work with Data & Technology manager to introduce, streamline, and improve policies and procedures to ensure everyone has the tools they need to do their job as effectively and efficiently as possible.
  • Full ownership over executing onboarding and offboarding processes for European offices, as well as overlooking the management of new starter onboarding & offboarding
  • Creating and monitoring annual budget for US offices and community and reporting back on this quarterly to Corporate Services Director. As well as working together with other team members of Operations & Technology to generate the macro budget for the department.
  • Responsible for effective development and oversight of procedures, vendors, processes, and presenting initiatives to department manager on how we can better these areas.
  • Ensuring sufficient stock of materials and inventory is kept in the office and making sure costs as kept competitive.
  • Carrying out clerical duties such as answering phone calls, responding to emails, preparing documents, welcoming visitors, and directing them to the relevant personnel.
  • Support with scaling the US business from a logistical perspective: new office locations, maximizing usage of current office spaces, forecasting, and creating plans for further scalability.
  • Responsible for taking ownership and maintaining facilities through sourcing contractors including cleaning, inventory, utilities, and equipment maintenance.

Event, Culture & Community Management:

  • Take charge of managing global and local in-office and off-site events, ensuring they are executed successfully and within budget. Events including our AGM, company holidays, sales days, and achievers' celebrations. Ensuring they are executed flawlessly and leave a lasting positive impression on attendees.
  • Oversee the management and execution of small-scale company events globally, including sales days, charity events, TLC sessions, and social gatherings, to foster employee engagement and team bonding.
  • Serve as the driving force behind content creation for the events mentioned above, crafting compelling messaging and materials that resonate with the company's values and goals.
  • Lead projects aimed at enhancing office aesthetics and communication channels, ensuring a vibrant and cohesive brand presence throughout the workplace.
  • Managing communication tools that forms part of the office visuals, such as kitchen screens and sales screens, collaborating with relevant stakeholders to optimise visibility and effectiveness.
  • Sales Communication Leadership: Collaborate closely with senior leaders to develop and execute sales communication strategies, taking ownership of internal communications related to incentives and ad-hoc competitions to drive motivation and performance.
  • Support other departments in the usage and development of the Hub, Thors intranet. Support with continuous improvements and enhancements to optimize functionality and user experience.

Other Job Responsibilities

  • Working with other departments (office management, sales, marketing, HR, legal, finance) where applicable to complete projects, tasks, and ensure processes are compliant.
  • Work daily with Microsoft Office (Outlook, Excel, PowerPoint, SharePoint).
  • Utilise Canva to support the internal massaging across our European offices
  • Credit card reconciliation and order management
  • Effectively teaches and trains others on operational processes, tools, and business needs

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