Front Desk Office Coordinator

Description:

Ingenuity Studios is seeking a Front Desk Office Coordinator for its quaint New York office located in Midtown Manhattan. This is a cross-organizational position, working with multiple departments and employees located in multiple countries around the world. This person will work directly under the Director of Workplace Experience, located in LA, and alongside Office Managers located in additional locations. As the Front Desk, Office Coordinator, running the day-to-day office operations, you will independently juggle competing tasks, including coordinating office inventory, assisting in client initiatives in NY, and cultivating a fun and engaging office culture. The right candidate will be a pro at working independently and excited about answering questions and executing the needed tasks that keep an office running.

This is an in-office position with the anticipated hours being 8 AM - 5 PM, Monday - Friday, with occasional overtime.

 Qualifications 

• Strong verbal and written communication skills, ability to professionally communicate with people at all levels within the organization, including internal members, business partners, executives, and external vendors. 
• Comfortable working independently and within a small office team.
• Experience in customer service.
• Experience in an office environment, ideally experiences involving coordinating vendors and office inventory.
• Experience as a receptionist or a relative front-facing role.
• Experience with working in a hybrid or remote office environment.
• Excellent problem-solving skills.
• Ability to quickly and independently navigate New York City and the surrounding areas using public transportation.
• Ability to handle a fast-paced hybrid environment and prioritize tasks based on importance.
• Strong administrative skills.
• Upbeat, smart, resourceful, solution-oriented, and tech-savvy.
• High attention to detail and possesses excellent organizational and writing skills.
• Fluent in Office 365 and Google Workspace. Notion and Clickup are a plus(training will be provided).
• Experience with an office or home alarm system.
• Comfortable working off of Windows.

Responsibilities

• Operate as the first point of contact for all things office related, including but not limited to vendors, building management, and employee inquiries. 
• Operate as the main point of contact for all vendors and manage all facility maintenance.
• Operate as a first response to operations and/or administrative-related situations with the wherewithal to escalate issues to the appropriate department leads as needed.
• Engage visitors, answer, and field incoming phone calls, using a multi-location phone system, and deliver top-notch service to our clients and staff.
• Maintain security and confidentiality involving any information and data in regards to the company, employees, clients and projects.
• Manage office inventory and coordinate the purchasing of office supplies and grocery items needed for the office.
• Ensure a first aid kit is fully stocked and all NY city and company safety-related requirements are met at all times. 
• Operate as the office floor Fire Warden in the event of a fire emergency.
• Communicate and enforce studio policies to office staff.
• Coordinate meals for clients and employees when requested.
• Facilitate and organize incoming and outgoing shipments and mail.
• Manage incoming and outgoing guests, ensuring we are meeting security compliance standards with check-ins/outs and visitor logs.  
• Triage minor tech issues as they arise, and communicate necessary information to onsite and virtual IT and if necessary, CTO.  
• Counsel employees and provide them direction on communicating concerns or ideas with appropriate members of the management and/or Human Resources team. 
• Coordinate or conduct errands needed for the New York Office and/or supplies needed for vendor-specific projects. 
• Manage the upkeep of office systems such as Envoy.
• Manage office bookkeeping, including expenses incurred for the Studio, and submit monthly detailed expense reports via Abacus. 
• Execute bank deposits and upon request, relay financial information to accounts payable and CFO.
• Book intricate domestic and international travel, including flight, hotel, and car rental reservations for employees.
• Coordinate office occasional happy hours and out-of-office meetups with the team.
• Administering general training for hybrid and in-office employees.
• Research and assist with ad-hoc requests from artist and production departments under the guidance of operational leadership.
• Assist administrative staff with overflow work
• Partner with administrative and HR teams on employee and client gifting coordination