Junior Office and Events Coordinator
proSapient, United States
Job Description
Everyday, somewhere in the world, important decisions are made. Whether it is a private equity company deciding to invest millions into a business or a large corporation implementing a new strategic direction, these decisions impact employees, customers, and other stakeholders.
Consulting and private equity firms come to proSapient when they need to discover knowledge to help them make great decisions and succeed in their goals. It is our mission to support them in their discovery of knowledge.
We help our clients find industry experts who can provide their knowledge via interview or survey: we curate this knowledge in a market-leading software platform; and we help clients surface knowledge they already have through expansive knowledge management.
Your primary function:
The Part-Time Office and Events Coordinator is a newly created role reporting into the Global Office Manager and People Operations Partner. Due to the rapid growth of our organization, the Office Coordinator will be at the forefront of the business and manage a broad range of office tasks, basic facilities queries, administrative and people operations support duties. This is a pivotal role to ensure the smooth running of the Raleigh office and requires a self-motivated and highly organized person with a flexible approach and ‘can do’ attitude.
The key duties for this role will include:
Office amp; Facility Coordination
- Ensure the office space and facilities are organized and maintain office efficiency and productivity by assisting in the planning and implementing of office systems and layouts, allocating and managing office and storage space and procuring relevant equipment
- Ensure that meeting rooms are clean, tidy, and maintained to a good standard and that booking systems are efficiently implemented
- Ensure provision of an adequate supply of materials and supplies including equipment, stationery, and sundries. Where suitable and cost-effective source ‘green’ suppliers and environmentally friendly products, promote recycling, sustainability, and reduction of office waste
- Ensure key office and facilities services are organized including cleaning, security, waste removal, light and heat, printing, furniture, postage, and carriage services
- Coordinate logistics for meetings, including room setup and catering.
- Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
- Works closely with People Operations amp; supports other colleagues as needed.
- Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
Office Building Maintenance
- Support office moves in Raleigh, and potentially Toronto. Working in partnership with IT and other internal and external parties to ensure a seamless transition
- Support PeopleOps with plan, cost and overseeing office maintenance, including repairs, redecoration, and PAT testing etc.
- Maintain a good working relationship with the Landlord
- Maintain a secure office environment, including adequate procedures and systems; briefing staff on their responsibilities to maintain a safe, secure working environment.
Reception
- Reception Duties The first point of contact for guests, showing them to the correct meeting room, and announcing them to their host
- Accountability for post distribution and courier bookings for the business
- Miscellaneous orders for pantry and office supplies
- Receipt and storing away of all deliveries to the office, such as stationary, pantry items, and IT equipment
- Organization of weekly lunches including food delivery orders, setting out the lunch, and communication to the London office
- Meeting room management: Manage meeting room bookings, organize refreshments, stationery supplies, and catering for external guests (where relevant)
- Provide ad hoc administrative support i.e., organizing meetings, travel arrangements, etc.
- Preparation of keys and security cards for new joiners and assist People Operations team with onboarding tasks
- Assistance in co-ordination of staff photos and ordering of new joiner caricatures (artwork)
Events and Culture (Social)
- Organization of internal and external company events
- Creation of marketing material for internal social events
- Organization of social engagement activities including office specific weekly lunches, talks, massages, and seasonal competitions
- Heading up the global social committee and ensuring that there is collaboration and parity across each of our office locations (Toronto, Raleigh, and London) creating o