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Operations Coordinator

Agency Overview:

AgencyEA is a brand experience agency with a passion for pushing creative boundaries. We also have a passion for our people, and happen to have some of the brightest in the industry working under our roof. We hire talented, motivated and agile individuals who want to help us bring amazing experiences to life for some of the biggest brands in the world.   We look for individuals that align with our values of mutually respectful collaboration, inspired creativity, purposeful design and integrity.

 

Position overview:

The Operations Coordinator reports directly to the VP of Operations and supports all agency operations-related functions. This person serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival.

 

Responsibilities:

  • Answer the door and all incoming telephone communications for the agency, directing in-person and telephone requests to appropriate parties.
  • Own conference room calendars and assist with scheduling conflicts.
  • Order and refill employees’ business cards.
  • Maintain print environment supplies, and own printer maintenance.
  • Support the Operations Department in all agency-wide operations tasks including office mail and packages, postage meter, printer/phone/fax maintenance, and more.
  • Manage office and marketing supply inventory, janitorial and break room supply inventory and reorder supplies when necessary.
  • Work with appropriate vendors to maintain office appearance including floral, cleaning service, music and sound system.
  • Assist VP of Building Operations with Administrative tasks, creating and tracking new form for internal efficiencies and making recommendations for process improvements.
  • Support new hire onboarding by updating phone list and desk set-up.
  • Assist with staff travel arrangements and hotel booking, freelance management, and internal company events and meetings as necessary.

 

Qualifications:

  • Possession of a Bachelors Degree preferred.
  • 2+ years of experience of receptionist / administrative experience.
  • Excellent communication and customer service skills with the ability to effectively interact with clients, guests, and employees
  • Thorough knowledge of grammar, punctuation, and spelling required to ensure all documentation is prepared in an accurate and professional manner
  • Ability to identify and utilize resources required to complete daily tasks.
  • Knowledge of general administrative procedures with intermediate skills utilizing computer software applications for word processing, spreadsheets, presentations, and database management (MS Word, Excel, PowerPoint, Gmail, and Internet)
  • Ability to multi-task, work independently and utilize good judgment to plan, prioritize and organize workload.

 

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