Office Facilities and Events Coordinator

What You'll Do:

• Assist Communications and Events Administrator as needed with office-wide initiatives including but not limited to snack cart, employee appreciation weeks and holiday events. Be an active member of the events team as it relates to meetings, ideas, and execution.
• Oversee Fooda account and their representatives and ensure monthly deliveries are accurate, headcount is appropriate and adjusted as needed. Ensure all new employees are added to the Food app upon hire.
• Maintain and oversee all contracts for office vendors (excluding photo copiers).
• Work closely and maintain a professional relationship with the property management firm to ensure office needs are met in a timely manner.
• Follow building security protocols to allow external visitors access to the office.
• New Employee Preparation:
• -Work with Property Manager to ensure employee badges are received prior to first day.
• -Work with Supervisor and hiring managers to determine seat location for new employees.
• -Monitor new hire spreadsheet to keep up to date on hires and add seat location once determined.
• -Work with recruiters to ensure employee photos are received in a timely manner in order to complete badge process with Property Manager.
• -Create office/cubicle nameplate badges for all in-office new employees and place at seat location.
• -Ensure new employee location has all necessary working equipment needed to perform their duties.
• -Ensure office/workspace is clean for all new employees. This includes but is not limited to clearing of unnecessary office supplies and wiping down with disinfectant wipes. If there is old paperwork, take to the department leader to determine what is to be done.
• -Place new employee SWAG items at desk.
• Oversee and approve (with Senior EA-Chicago) all seating changes and update the office seating chart weekly
• Promote a positive, high morale building, office environment at all times.
• Be an active member of the building’s Emergency Response Team, attending all required training’s/meetings.
• Order and monitor office supplies and order replacements as needed while working with the Workplace Manager to ensure budget is not exceeded.
• Order kitchen supplies including beverages, snacks, paper supplies while working with the Workplace Manager to ensure budget is not exceeded.
• Maintain stocking of supply rooms and kitchen while keeping everything organized to avoid waste.
• Keep reception area tidy including kitchens, and meeting rooms
• Work with Senior EA to determine proper needs for meeting rooms prior to guests arriving (ie beverages, food, SWAG etc)
• Oversee sorting and distribution of incoming mail and packages in a timely manner
• Prepare outgoing mail including overnight shipments
• Operate office equipment, such as photocopier, printers, etc. as needed.
• Perform administrative duties as directed by administrative team.
• This is not an all-inclusive list of assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Company

You Should Have:

• High School Diploma or GED
• Interpersonal communication
• Written communication
• Attention to detail
• Works well within a team environment
• Physical stamina
• Computerliteracy
• Ability to work independently
• Must be able to lift 20lbs
• Must be able to be on feet for periods of time