Team Engagement Coordinator

This role is responsible for the overall physical workplace experience for the Austin office and remote team member experience including but not limited to managing the overall office operations supporting the Engagement Team and assisting our Leadership team with office-specific tasks. This in-office position based in Austin welcomes team members and visitors and assists the Engagement Team with in-office and offsite events both in Austin and San Diego.  Leads and supports activities and organizational help and serves as the primary point of contact for various office needs and requests across both physical offices. This position reports directly to the Sr. Manager Team Engagement and supports the entire Engagement Team.

What You'll Do:

Office Experience:

• Ensures the Austin Headquarters and San Diego offices are reception ready at all times - ensuring ample supplies are on hand and organized via Crafty (3rd party vendor providing supplies) including for the break room kitchenette coffee machines and orders supplies as needed (e.g. restroom amenities).

• Welcoming a variety of office visitors creating an environment that is memorable and meaningful for everyone who visits an AffiniPay office.

• Places orders and receive deliveries to regularly stock and refresh all kitchens break rooms and beverage stations in the office.

• Helps to troubleshoot office and facilities issues in both Austin and San Diego.

• Maintains organized and well-appointed meeting and conference rooms - including snacks drinks seating and supplies.

• Under direction of the Senior Manager Team Engagement ensures that the Austin and San Diego office seating charts are up to date visitor/hotel spaces within the office are equipped cleaned and ready to welcome guests at all times and that all local team members who work regularly from the office have a dedicated equipped workspace.

• Provides regular office heat maps based on staff locations to help inform office and event planning.

• Serve as primary POC for receiving mail deliveries lunch drop-offs and other office deliveries.  Responsible for distributing mail and deliveries as needed.

• Responsible for packing and shipping needs for the Engagement Team

• Serves as the main contact for building management for issues such as coordinating events (if needed) communicating messages from building management to the AffiniPay team and any facility/work area issues in the AffiniPay office that arise.

• Maintains a company credit card along with the receipt management for it as well as for the rest of the Engagement Team.

• Orders furniture office supplies and other equipment or materials as needed under the direction of Sr. Manager Team Engagement and Sr. Engagement Specialist.

• Monitors and reports on AffiniPay’s office/building budgeting and maintains all related budget and event notes (eg YOY per-person pricing for events/lunches etc.)

Team Engagement/Event Management:

• Place orders for anniversary birthday other life event gifting and acknowledgments - with input from Senior Manager Team Engagement as needed

• Assist in packaging and shipping needs within the Engagement Team

• Place in-office catering and shipping orders for events (holidays happy hours etc) meetings Departmental on-sites etc. under the direction of Senior Manager Team Engagement.

• Assist and serve as primary contact when needed for set-up and/or breakdown of in-office events and catering

• Working alongside Experience team to provide guidance and support to Experience team intern(s)

• Flexible and willing to jump in to be a team player with one-off requests as needed taking on other tasks as they arise

• Works with Senior Manager Team Engagement and Team Engagement Specialist to ensure scheduling and follow-through of vendors when holding on-site and virtual events.

About You:

• Austin Texas based and able to work in the Austin office during business hours Tuesday Wednesday and Thursday and whenever there is an in-office event.

• Bachelor’s degree required or relevant professional experience

• 2+ years office management experience with capacity for increasing responsibilities

• Previous experience moving offices or assisting with related tasks a plus

• Superior interpersonal skills with excellent written and verbal communication

• Strong attention to detail and organizational skills

• Excellent problem solving and project management skills

• Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) with the ability to adapt to new computer systems quickly and efficiently

• Experience working with executive leadership

• Physically able to set-up break down and lift decor and installations

• Proven experience with event coordination and management

• Excellent problem solving under tight deadlines and juggling multiple projects

• Ability to travel to other hub locations as needed