SummaryThe Office Coordinator at Bulgari is responsible for ensuring efficient office operations by overseeing administrative, executive, executional, and operational tasks to enhance the employee experience. This role is based on-site during core office hours from 8:45am – 5:15pm, five days a week.
Responsibilities- Ensure timely and accurate processing and payment for all invoices through the company's internal platform, IVALUA.
- Manage the Corporate & Retail onboarding process for all new hires, including maintaining an inventory of onboarding gifts.
- Manage office communications regarding cleaning, building maintenance, COVID exposures, and kitchen & restroom related issues.
- Create professional PowerPoint decks as needed.
- Maintain the floor seating plan & chart.
- Maintain the appearance and organization of the reception area, kitchen, and conference rooms to uphold a professional standard.
- Ensure a seamless and welcoming experience for all new employees at the Corporate Office.
- Greet both internal and external guests at reception in a highly elevated and professional manner.
- Lead the planning and execution of the annual Holiday Party & Gifting Initiative.
- Support monthly Office Socials or Trainings.
- Support Employee Resource Groups and Company Cultural Initiatives and Activities.
- Oversee the management of the mailroom, ensuring the systematic filing of incoming mail & packages daily.
- Coordinate incoming & outgoing deliveries with messengers, shipping vendors, and delivery services.
- Supervise the replenishment, storage, and distribution of all company supplies, including kitchen, restroom & office areas.
- Oversee the ordering and distribution of company materials, such as anniversary gifts, stationary, business cards, shipping & receiving labels, etc.
- Coordinate and manage office repairs and maintenance with building management and external vendors.
- Facilitate the setup of new hire desks and IT equipment.
- Arrange catering orders, and manage set-up and clean-up for office events or meetings as needed.
- Handle the main door and freight entrance for larger packages, notifying respective individuals of deliveries.
- Escalate any security-related issues to senior management.
- Collaborate with the building crew on special construction projects.
- Oversee the daily operations of the office.
- Answer incoming calls and transfer accordingly.
- Assist with additional company initiatives, projects & activities as required.
Requirements- 3+ years in office or facilities management, reception, administration, customer service, or related experience.
- Strong organizational and planning skills with a sense of priority for deadlines.
- Attention to detail with a strong sense of urgency and follow-up.
- Excellent interpersonal skills supporting a matrixed team environment.
- Excellent communication skills, verbal and written.
- Ability to recognize and react to changing work demands and complexities.
- Comfortable and confident in making effective autonomous decisions in a timely manner.
- Ability to work independently and escalate concerns when/where needed.
- Excellent time & project management skills.
- Strong sense of follow-up and urgency.
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