Office Coordinator

Job Title:

Office Coordinator

Schedule:

8:30 am – 1:30 pm or 9:00 am – 2:00 pm, 28 hours a week

The Office Coordinator serves as the face of the brand as the front desk receptionist and facilitator of all office related matters. The role includes greeting visitors, managing incoming calls and inquiries, performing general administrative duties, and managing key internal communications, in‑office events, and hospitality. In addition, the coordinator provides operational support to the Region for remote management of hub offices and serves as the point of contact to the Southeast Business Unit Senior Vice President & General Manager for general administrative duties.

• Act as first responder to general and operational inquiries
• Warmly greet and direct guests, visitors, clients, and solicitors
• Receive, sort, and distribute incoming mail, packages, courier and food deliveries
• Assist employees with outgoing mail & shipping needs
• Manage general office inquiries from employees
• Complete various building operations projects as assigned
• Troubleshoot problems and arrange repairs of office equipment (AV/IT/Printer/Fax)
• Maintain knowledge of how all systems function
• Set up printer and IT service calls when necessary, refilling/replacing toner and paper on a frequent basis
• Ensure office front of house and all shared spaces represent the Red Bull Brand & Experience
• Stream relevant Red Bull content in office via TVs
• Coordinate cleanup for events and meetings with relevant EA’s and support staff
• Address janitorial concerns with vendor and on‑site staff
• Maintain employee access control list
• Handle facilities request for furniture repairs / replacement or moves if needed
• Maintain and update Office Coordinator guidelines

• Manage office supply inventory and related spreadsheets
• Order and restock pantry coffee/snacks/supplies & Red Bull coolers each morning and throughout the day
• Manage all outside vendors who do business or have work contracts for the Atlanta and remote management for the Miami and Nashville office (cleaning and repair services, alarm and access control systems, coffee vendors, etc.)
• Manage new office employee onboarding including key fob, alarm code, parking, locker assignment, guidelines, ways of working, etc.
• Order and stock supplies on a bi‑weekly basis, including office supplies, printer/fax/copier toner, mailing supplies, kitchen supplies, stationery, snacks and fruit, coffee refill, water refill, and Red Bull product when necessary
• Assist with booking meetings and ensure a premium meeting experience
• Manage conference rooms, providing technical support and acting as a liaison to meeting hosts helping to adjust/accommodate meetings
• Meeting contact and on‑site support for HQ guests
• Manage general vehicle fleet issues at the BU office, including car pick up/transfer from office
• Primary point of contact for property management for building repairs, heating/AC issues, trash/recycling, parking lot
• Serve as first point of contact to HQ IT team for all office IT related matters

• Maintain reception and office common areas, restrooms, print stations, mail room, kitchen, bar, and conference rooms
• Coordinate cleanup for events and meetings with relevant admins and meeting hosts
• Address janitorial concerns with cleaning company
• Office first responder and primary contact for alarm company
• Maintain employee alarm code list & employee office access
• Manage office vendor payments and citations
• Communicate with Finance on city regulations (i.e. business licenses, etc.)
• Manage and coordinate requests for furniture repair and/or replacement, helping to orchestrate moves if needed
• Maintain an organized open office workstations & troubleshoot/resolve technical issues

• Bachelor's Degree a plus
• 2 – 3+ years of experience in office management, administration, or operations
• Fluent in English, additional language skills a plus
• Experience performing administrative and clerical tasks
• Knowledge of office management, procedures, A/V equipment and basic technology
• Advanced skills in Microsoft Suite
• Exemplary communication skills (written and verbal)
• Ability to manage multiple projects simultaneously
• Ability to brainstorm, coordinate and execute social engagements and events
• Calendar management and meeting coordination
• Ability to work independently and in a proactive manner
• Highly organized and able to multi‑task in a fast‑paced environment
• Ability to learn, understand and perform new tasks in an efficient manner