Job Openings

Office Coordinator - Brooklyn

Office Coordinator - Brooklyn

office coordinator - brooklyn

AGENCY OVERVIEW:

Game Seven Marketing is an experience design shop that is deeply rooted in sport and culture. Existing at this intersection allows us to create, develop and execute truly innovative and authentic experiences that drive consumer interest.

The brands we work with are committed to continually pushing the envelope, breaking barriers, and writing the rules that will shape the future of sport and culture. Our approach is no different; we pride ourselves on being forward thinkers, relying on speed, efficiency, and relentless work ethic to flawlessly deliver on all client objectives.

CANDIDATE OVERVIEW:

You can create meaningful, strategic, and inspiring brand experiences for clients. You are passionate about all forms of storytelling, ideation, developing, and pitching. You deliver inspiring concepts that influencers, athletes, consumers and artists haven’t seen before. You stay wired to sports, culture, fashion, and music. You know about emerging talent, influencers and trends. You have strong relationships in the industry and have no problem creating new ones. You’re a self-starter who is able to work with a small team and over communicate to larger teams. You can take direction, take the lead or take others under your wing. You like to stay ahead of the curve and make sure your team does as well. Your boss is always impressed with your work ethic. You won’t stop until the job gets done. You do what it takes to make things happen. You go after every loose ball. You hustle. 

Responsibilities:

The Office Coordinator is an experienced office management professional responsible for ensuring smooth-running office operations and maintaining a comfortable, well-functioning work environment. This position directs and ensures efficient operations and oversees custodial and other vendor contracts and services, as well as the Front Office and Reception and will be the primary point person for Game Seven staff to handle all matters relating to space, facilities/equipment set up and maintenance, AV support, office supplies, and will be the primary liaison with office related vendors.

Reception and Administrative:

  • Serve as full administrative support for Front Office/Reception, which includes and is not limited to: correspondence, phones, filing systems development and management, copying, support of other departments, meeting planning, among other administrative duties

  • Insure polite, prompt and responsive interaction with outside callers, correspondents, fellow staff, and all others seeking to communicate with our company
  • Preparation of the reception area when guests are expected or as needed
  • Maintenance of conference rooms and preparation of conference rooms for scheduled meetings and clean-up of conference rooms after meetings end.
  • Receive, sort and forward incoming mail, coordinate the pickup and delivery of express mail services, UPS, Fed Ex, Breakaway couriers etc..
  • Daily tour and review of entire office including kitchen, bodega, birds nest, CEO’s office, conference rooms set-up, general cleanliness and good order.
  • Other duties as assigned by the President to include support as needed.
  • Purchase of lunch as needed for Executive staff

Maintain Office Appearance and Functionality:

  • Maintain a clean and productive office environment by performing regular walk-throughs and pickup of common areas, including kitchen, conference rooms and offices
  • Respond to staff facilities requests in a prompt and pleasant manner and perform basic maintenance needs
  • Organize and maintain information about key office vendors such as caterers, office supplies, equipment rentals, shipping, car services, cleaning & maintenance, etc.
  • Maintenance of conference rooms and preparation of conference rooms for scheduled meetings and clean-up of conference rooms after meetings end.

Facilities and Operations Management:

  • Maintain strong professional working relationship with the building maintenance supervisor and his staff and with all Game Seven needs, maintenance personnel, facilities vendors, etc.
  • Act as the primary point person to resolve all facilities related needs, may include initiating and coordinating service requests, ensuring timely completion of work, and/or researching new sources to meet emerging office needs.
  • Maintain Office Supplies and Equipment including placing service calls on office equipment, keeping all printers/copiers supplied with paper, and ordering and tracking usage of office supplies
  • Coordinate all internal office space allocations and moves
  • Primary point of contact for Green House Cleaning Services, and supervision of the cleaning person including, including ordering necessary supplies.
  • Coordinating 2x annual window cleanings.

IT/desktop and AV support:

  • Troubleshooting routine hardware, software, and system performance issues.

  • Creating new user accounts phone, copiers, TBD additional systems.
  • Onboarding new staff to with keys and office closing protocol.
  • Evaluating and responding to staff needs/requests for new software and skills training.
  • Coordinate AV and equipment needs and set-up for meetings/events. Cross-train other Assistants in functionality.
  • Coordinate IT support with agency’s chosen vendor.
  • Meeting and Office Event Preparation & Management:
  • Plan and coordinate catering requests for Game Seven meetings/events
  • Set up and break down meeting rooms for Executive meetings sponsored meetings, including equipment, materials and food and beverage service. As needed, back up other Teams on meeting preparation, support, cleanup.
  • Plan and coordinate logistics for Staff culture building events activities by such as Milestones celebrations and Monthly Birthday Parties.
  • Other Duties:
  • Support New Hire On-boarding, prepare new hire orientation packets, prepare security cards, update phone directories, etc
  • Provide back up administrative support for Finance and Operations department and/or assist with occasional large copying and mailing projects;
  • Arrange car service and other local travel arrangements as needed for Arcus staff and guests.
  • Other duties as assigned
  • Conduct trainings for new staff on general overview of office infrastructure (such as telephones, requests for office supplies, bodega request etc)

Requirements:

  • High school diploma or equivalent required.
  • Minimum of 3 years office and facilities management experience.
  • Excellent communication and organization skills.
  • Promptness, reliability, sound judgment, and ability to complete tasks in a timely manner essential.
  • Sense of humor and strong written, verbal and interpersonal communications skills.
  • Must be able to lift 25 pounds, go up and down stairs multiple times in a day, and be available to work occasional weekends or non-traditional hours. 
  • Excellent organizational, time management and work planning skills required with strong attention to detail and ability to multi-task essential.
  • Ability to work efficiently in a fast-paced, detail-driven environment with tight deadlines
  • Ability to manage multiple tasks and/or projects at any given time.
  • Strong IT, computer skills, including high level of skill and proficiency in Apple systems, MS Office, data base maintenance, EXCEL and PowerPoint or other presentation software.
  • Attention to detail and a high level of professional performance essential.
  • Demonstrated ability to manage multiple timelines and projects required.
  • Demonstrated ability to exercise independent judgment and initiative, to prioritize, and accurately complete multiple tasks and under deadlines with changing priorities required.
  • Experience in meeting/event planning.
  • Able to maintain confidentiality of information and discretion required.
  • Passion and love for sport and culture
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