The Office Coordinator role is a demanding and multifaceted position that requires managing a wide range of responsibilities related to office management and project coordination. You will work closely with various teams and stakeholders to ensure the smooth functioning of daily operations, as well as the timely delivery of projects.
As an essential member of the team, you will be expected to contribute to the development and implementation of workplace procedures and tools that align with the strategic goals and objectives of the organization. This will involve managing budgets and resources allocated to facilities management, while also fostering positive relationships with key stakeholders such as vendors and suppliers.
Your role will be critical in ensuring that the office operates effectively and efficiently, and that projects are completed successfully. You will need to stay up to date with the latest trends and best practices in office management, and continually seek to improve processes and procedures. Overall, the Office coordinator role requires a high level of organizational skills, attention to detail, and the ability to work collaboratively with others.
The Role- Office Coordinator
Second Spectrum is seeking a responsible, friendly, self-starting Office Coordinator to perform a number of administrative support and employee/customer service tasks to ensure efficient operation and effective communication with our Los Angeles headquarter office environment and the company as a whole. In this position, you will be responsible for handling all front-office duties, supporting staff in the office, assisting all guests and visitors. This role requires you to be onsite 5 days a week in our Los Angeles office .
Your key responsibilities will include the following:
Greet visitors, obtain access for new and visiting employees.
Submit office maintenance requests as needed.
Office vendor coordination and vendor relationship management (including janitorial service, building maintenance staff, landlord)
Order office and breakroom supplies and ensure both are well stocked.
Book conference rooms as requested, clean and set up conference rooms, direct guests/visitors to the conference room.
Answer incoming calls, direct calls, and provide basic information to callers.
Maintain office equipment such as printers, coffee machine, water machine, vending machine, etc.
Field employee, vendor and visitor issues and address concerns with quality customer service skills.
Oversee mail deliveries, packages, and couriers.
Filing and organizing records, invoices and other important documentation.
Ensure office is clean and organized.
Order group lunches and catering for meetings.
Work with IT to ensure new hire equipment packages are ready and shipped.
Collect equipment from employees who are leaving the company.
Set-up and deactivate office keys/access.
Respond to employee inquiries about office issues, parking.
Help organize and execute office employee events.
Make travel arrangements as needed.
Work with Business Manager to organize staff meetings and executive schedules.
Assist in special projects as directed by the Business Manager.
Create an office environment that is an inviting and welcoming place for teammates to work.
Onboarding/offboarding: you will ensure that the process of welcoming all US new starters runs smoothly, working with the People Team to integrate new colleagues into the local offices all practical equipment is set up and paperwork is accessible for a smooth and enjoyable first few weeks.
Key health and safety responsibilities of an office coordinator:
Conduct regular workspace walkthroughs to identify and report health and safety hazards, implementing measures and collaborating with teams to address concerns.
Enforce existing safety policies, coordinate employee training sessions, and maintain documentation of participation in safety training.
Ensure visible posting of emergency plans, conduct drills, and monitor first aid supplies replenishment.
Assist employees in adjusting workstations for ergonomic comfort, raise awareness about proper workspace arrangement, and address reported ergonomic concerns.
Oversee regular cleaning, report maintenance issues, and ensure availability of clean water and hand sanitizers.
Ensure office compliance with health and safety regulations, including CAL OSHA, and stay updated on regulation changes.
Ensure reporting and investigation of accidents, incidents, and near-misses, implementing corrective actions to prevent future occurrences.
Provide regular training and communications to employees on equipment use, emergency procedures, and best practices for a safe and healthy environment.
Champion the protection of Group staff, brand, and products, ensuring office security and compliance with data protection standards.
Preferred Skills:
Proficient computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
Solid customer service skills
Positive, friendly, and approachable attitude
Excellent verbal and written communication and interpersonal skills
Organized with the ability to prioritize and multi-task
Reliable with patience and professionalism
Our Work Environment and What You Will Benefit From:
Work on cutting-edge products for major professional sports leagues and teams.
Team-oriented engineering practices (readable, maintainable, and efficient code).
Flat hierarchy and collaborative management led by experienced and strong technical leads.
Innovative and dynamic environment, which encourages self-development and opportunities to make an impact.
Multicultural team with employees based across several countries (e.g., Switzerland, Denmark, France, United States).
Potential for Equity/Bonus, Flexible working hours, Competitive salary, Medical and d ental benefits, 401k match
What’s in it for you? In addition to competitive salary and paid time off, our benefits include health insurance, skills training and much more, depending on the location. We also offer social events throughout the year such as summer and winter holiday parties, monthly team building events, sports tournaments, charity days and wellbeing activities. The base salary range for this role is $50,0000 - $55,000. A number of factors influence the specific offer, including location, seniority, and relevant educational and working experience. How we work
We have adapted a forward-thinking ‘Ways of Working’ framework, which sets out (amongst other things) the opportunities for Second Spectrum to work flexibly, remotely and on working holidays. It affects different teams and locations differently, so please ask for further information on how it would work with this role. Our employees stretch the boundaries of what’s achievable, always reaching further and pushing limits to see what gives. We collaborate, we innovate, and we celebrate. We will continue to grow as an organization and to invest in our highly talented and diverse team. Second Spectrum, part of Genius Sports Group, is proud to be an equal opportunity employer. We recognize and celebrate the benefits that a diverse and inclusive workforce bring to our business, our customers, and our staff. We welcome and will consider all applications regardless of age, different abilities or disability, gender identity or re-assignment, marriage, pregnancy, maternity, race or nationality, religion or belief, sex and sexual orientation (and any other applicable status). Please let us know when you apply if you need any assistance during the recruiting process due to a disability.
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