Office Coordinator / Receptionist

This is a Full Time Job

Job Description: Busy commercial production company is seeking an Office Coordinator / Receptionist with front desk/reception experience. The ideal candidate should be extremely organized, energetic/upbeat, self-motivated, possess a strong work ethic, and can ensure that the office is a professional, friendly and productive work environment for staff and guests.

Primary tasks include:
• Represent the company as the first friendly face at reception; greet guests warmly
• Roll heavy calls as the main receptionist; additional front desk duties as needed
• Manage new hire onboarding including set-up of workstations and equipment, office tour, etc.
• General office management including flowers, groceries, parking lot flow, stocking/maintaining copy room, general office/cleaning supplies, runs, coordinate tech support, phone directory/bay charts, etc.
• Ensure office, kitchen and all common areas are impeccably clean and organized
• Manage Pre-Pro Meetings/Fittings that take place in the office
• Manage and organize daily schedules, call sheets & contact lists
• Supervise office PAs and interns
• Oversee building security, repairs & work crews
• Negotiate and compare equipment plans and service contracts, when needed; process and facilitate payment and POs
• Liaise between the company and freelance production teams as the point of contact for office-related assistance
• General support for everyone in the company including executives, accounting & freelancers
• Coordinate room/bay holds for production teams; adapt to changing schedules and personnel
• Research & book flight, hotels & car services for executives
• Reconcile receipts and AmEx reports; keep track of job, office and sales related purchases
• Organize office lunches, birthdays & company outings
• Coordinate sales & holiday gifts
• Occasional personal duties for executives, as needed

Requirements include:
• Must love organization, be driven, can take initiative & responsible
• Have a great attitude and energy
• Extreme attention to detail
• Be proactive in order to anticipate the needs of the office
• Excellent interpersonal, written and verbal communication skills
• Able to multi-task, problem solve and WORK UNDER PRESSURE
• Proficient with Macs, G Suite & Microsoft Office
• Must have valid driver's license & an insured vehicle (required for office runs)