Facilities Office Coordinator
Full-time
Trusted Media Brands
About Us: TMB (Trusted Media Brands) is the world's leading community-driven entertainment company engaging more than 200 million consumers worldwide across streaming TV, social media, web and print. Our portfolio of brands including FailArmy, Family Handyman, People Are Awesome, Reader's Digest, Taste of Home, The Healthy, and The Pet Collective, is powered by content that's inspired and created by our fans. Together our community sparks curiosity, fuels laughter, and inspires people to live big, full, fantastic lives. Learn more about our brands, our data-driven marketing solutions, our award-winning licensing services, and much more at About the role: We are looking for an organized and proactive Office Coordinator to join our team. Reporting to our Facilities Manager, this position will be the first point of contact for our employees and guests for office inquiries. They will handle reception duties along with collaborating with our teams for administrative support. About you: You will bring your fun and pleasant disposition to our guests and employees. You are a quick learner and willing to use your initiative to allow you to work alone without supervision. Can demonstrate good judgment by handling sensitive information in a confidential manner. Have a customer service-oriented mindset. If you're organized, proactive, and thrive in a dynamic environment, we invite you to apply to join our team. Your day to day : Office Management:
- Serve as the first point of contact for all office-related inquiries, both internally and externally
- Front desk coverage - Answer, and forward incoming phone calls
- Maintain office supplies inventory, anticipate needs, and place orders as necessary
- Coordinate office events, meetings, and conferences, including scheduling, setup, and catering arrangements
- Manage incoming and outgoing mail, including sorting, distributing, and processing shipments
- Ensure the cleanliness and organization of communal office areas
- Assist with invoice processing, expense tracking, and budget management
- Collaborate with other departments to support cross-functional initiatives and projects
- Manage to new hire/separations in Milwaukee office
- Work with Digital Editorial team management with customer request from RMS
- Liaison with IT on computer equipment returns
- AD Hoc administrative / Getty access, Mastheads
- Manage to new security system/badges - Castle
- Contributor mailings
- Conduct regular inspections of the office space to identify and address maintenance issues, safety hazards, and cleanliness concerns
- Liaise with external vendors and service providers for facility repairs, maintenance, and renovations
- Monitor and manage office equipment, including printers, copiers, and AV systems, to ensure proper functioning and maintenance
- Maintain accurate records of office layouts, equipment allocations and security access
- Update parking system for in-office employees and visitors
- High school diploma or equivalent
- Proven experience in an administrative support role or similar position
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
- Excellent verbal and written communication skills
- Ability to work independently with minimal supervision and as part of a team
- Positive attitude, professional demeanor, and strong work ethic
- Handle sensitive and confidential information with discretion and professionalism
Vacancy posted 5 days ago
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