Office Operations Coordinator

4 weeks ago


New York, New York, United States Paperless Post Full time
About the Role

We are seeking an experienced Office Operations/Recruiting Coordinator to join our dynamic People team at Paperless Post. This exciting opportunity will involve creating a positive and engaging office experience, supporting our talent acquisition lead on recruiting coordination, and helping to manage employee travel expenses.

Key Responsibilities
  • Support all office operational needs, including catering, kitchen and office supplies inventory & stocking, mail & package triage, and other administrative roles
  • Plan and execute all company and team events, both virtual/hybrid and IRL off-sites
  • Plan and coordinate all company and executive board meetings, both virtual and onsite and including any catering needs in partnership with the Director of People Operations and the IT team
  • Manage reception and guest & candidate experience in the office, including keeping up-to-date with and implementing health & safety protocols
  • Manage cleaning staff & third-party office supply and service vendors, and office security & emergency preparedness needs
  • Maintain relationships with property/building management and subcontractors, ensuring the office is always in working order and up to code and resolving issues quickly
  • Assist the Director of People Operations in researching & implementing perks & wellness programs and ordering & distributing company swag
  • Work closely with the Talent Acquisition Lead to communicate with all candidates and ensure a seamless, excellent candidate experience
  • Schedule interviews and follow-ups and make sure all parties have confirmed availability for all panels and have accurate meeting invites and details
  • Assist in scheduling internal meetings such as Intakes, Kickoffs, and Roundups
  • Support the Talent Acquisition lead with employer branding initiatives as needed
  • Sourcing is an area of potential growth for this position if the interest is there
  • Manage the office expense budget and report monthly to the Director of People Operations and the Chief People Officer
  • Help manage employee-related expenses such as travel and accommodations, using Abacus, the company's expense reporting software
  • Assist in managing departmental entertainment budgets by providing support to department heads in planning & coordinating for team events such as team outings and team-building activities
Requirements
  • 2+ years of office assistance/coordination and/or executive assistant experience—preferably in a startup environment and/or in a small to medium-sized company
  • Calendar management experience, preferably in G Suite, either as a recruiting coordinator or executive assistant
  • Budgeting and expense-related software experience, preferably Abacus or similar
  • Proficiency in Microsoft Excel and Google Sheets
  • Experience in planning medium to large-scale events, IRL, virtual and hybrid
  • Proficiency handling multiple short- and long-term projects at once and problem-solving with minimal supervision
  • Proactiveness in improving existing processes, defining new ones, and anticipating problems before they happen
  • Flexibility and grace under pressure in the face of urgent issues and unexpected changes
  • Ownership and accountability in your work
  • Excellent interpersonal and written communication skills; this is a vital role within our company ecosystem when it comes to candidate & employee experience
  • Experience operating within a budget & forecasting budget needs
  • Consistent care for the appearance & experience of the office space
  • ATS (Applicant Tracking System) experience a plus
About Paperless Post

Paperless Post is a company that values progress over perfection, resourcefulness, and positivity. We offer flexible paid time off, a generous 401(k) match, and a $1500 annual education and enrichment budget to our employees. We believe that having a team reflective of the diverse world around us empowers us to create a product that serves everyone.

We are proud that Paperless Post has helped over 200 million people globally connect in the real world since our inception. We exist to help all people celebrate all the moments that matter to them.

We are an equal opportunity employer and welcome applications from women, people of color, trans/genderqueer individuals, individuals with disabilities, and veterans.



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