Office Experience Coordinator

2 weeks ago

Los Angeles, California, United States Beacon Hill Full time
Job Summary

Beacon Hill is seeking an Office Experience Specialist to join our client's team in Los Angeles. As an Office Experience Specialist, you will be responsible for ensuring a positive and efficient experience for both staff and visitors at our client's office.

Key Responsibilities
  • Proactively greet and assist staff and guests in the Los Angeles office.
  • Collaborate with reception to manage and reserve shared spaces.
  • Provide directions and tips for navigating the office and the Los Angeles area.
  • Implement concierge services, including catering and meeting support.
  • Regularly check conference rooms, communal areas, offices, and workstations to ensure cleanliness and proper stocking of supplies.
  • Monitor housekeeping in both individual and common spaces.
  • Ensure all printers are functioning correctly and manage the disposal of confidential material promptly.
  • Serve as a liaison during office repairs, working with the office services team, building management, and vendors.
  • Suggest and implement creative ideas to enhance office engagement and events.
  • Assist with planning and executing office events, such as holiday parties, summer retreats, offsite meetings, and internal celebrations.
  • Provide logistical support during events and manage onsite vendors.
  • Facilitate event attendee needs during office happy hours and client meetings.
  • Partner with the Office Service and Engagement Lead on data analysis, management projects, and updating office documents.
  • Coordinate event communication, including preparing guest lists, sending invitations, and tracking RSVPs.
  • Assist with budget estimates to ensure events stay within financial guidelines.
  • Order and set up catering for office meetings and events.
  • Manage catering budgets and invoices.
  • Research and develop relationships with local Los Angeles caterers.
  • Order and organize office supplies in shared workspaces.
  • Maintain office kitchens, replenishing supplies, and ensuring cleanliness.
  • Handle heavy lifting, including cases of food and drinks, and maintain kitchen equipment.
  • Ensure conference rooms are clean, well-stocked, and set up to meet meeting needs.
  • Support basic IT needs and troubleshoot issues in conference rooms.
  • Provide daily coverage for reception during breaks and absences.
  • Offer backup support to other Office Services team members as needed.
  • Process and submit monthly expenses.
  • Handle ad hoc and special projects as required.
Requirements
  • Bachelor's degree (preferred).
  • Minimum of 12 years' experience in a professional service environment preferred.
  • Proficiency in Microsoft Office applications, Slack, and Trello.
  • Strong organizational skills, responsiveness, and the ability to handle challenges with poise and tact.
  • Excellent written and oral communication skills, along with strong interpersonal abilities.
  • Flexible team player with a solid customer service orientation.
  • Ability to work effectively in a fast-paced, challenging environment with strong attention to detail.
  • Capable of performing successfully in an intellectually intense environment.

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