Office Coordinator

GLG is looking for an upbeat, outstanding, multi-tasking Office Coordinator (“OC”). As the first point of contact for everyone who enters, you’ll be an integral part of the team, responsible for making everyone feel welcome, and be a culture and brand ambassador. The OC will be responsible for growing relationships with guests, job candidates, as well as internal and external clients. You’re the first impression of GLG and we want everyone who walks through the doors to feel comfortable, happy, and recognize how seriously organized we are!

The OC will provide regular administrative and front desk support. The position requires strong computer and internet research skills. It also calls for flexibility, discretion, excellent interpersonal skills, and the ability to work well with all levels of management and staff.

In this role, the OC will report to the Office or Facilities Manager to assist with basic office support functions as well as help with coordination of quarterly meetings and other types of events. There will also be opportunities to work on a variety of ad hoc projects.

Responsibilities include (but are not limited to):

· Greeter - Welcome guests, clients, and candidates at the front desk by creating a welcoming and accommodating atmosphere. Making guests feel comfortable and finding the appropriate GLG employee to deliver guests in a timely manner.

· Phone Coverage - answer/screen calls, relay messages. Serves as back up for other locations when volume dictates.

· Researcher - Researching guests prior to their arrival in order to create a more personalized experience.

· Organizer - Coordinating and working closely with building security to streamline guest arrival process. Maintain visitor and guest list.

· Innovator - Work closely with office operations and facilities team on innovative ideas for the guest experience.

· Assist with arrangement of fire drill and necessary health and safety initiatives according to global and local standards.

· Local Resource - Be a resource for our guests and staff. Strong knowledge of transportation and amenities in the surrounding area.

· Scheduler - Maintain the conference room calendars to book events and meetings. Responsible for full knowledge of meetings to prepare and organize rooms ahead of meetings.

· Coordinator - You will work with various vendors to assist colleagues and clients on many tasks. Outgoing shipments, room conflicts, business cards, etc. all go through you.

· Provide catering assistance (ordering and set-up) as needed.

· Maintain security of the office by issuing badges to new hires or contractors, and by notifying the building through proper administrative procedures.

· Submit invoices and receipts into the accounting system for approval.

· Assist HR with onboarding of all new hires.

· Keeping the reception, break, mail, and storage areas clean and well organized. Includes assistance with stocking the break room and making coffee throughout the day.

· Respond to Facilities inquiries, and forward to the Office or Facilities Manager, for appropriate action.

· Collaborator - While assisting your colleagues you will work closely with Facilities Team and Executive Assistants with filing, printing, expenses, and operational needs.

· Administrative and other duties or tasks as determined by the Office or Facilities Manager.

· Mail circulation and worldwide shipping.

· Assist with office-wide email communication on facilities matters.

Requirements:

· Dependable and punctual

· This role requires full-time in-office attendance

· Bachelor’s Degree preferred

· 1-2 years of Administrative and/or Customer Service experience

· Experienced with Microsoft Outlook, Word, Excel, and Power Point

· The ability to handle all interactions and communications (verbal and written) with a high level of professionalism

· Ability to work well independently and be self-motivated

· Ability to multi-task and prioritize with superior attention to detail

· Flexibility to work overtime as needed and/or some weekends

· Ability to lift 30lbs and sit or stand for prolonged periods of time

Other Highlights:

· Salary/Benefits: Competitive base salary with a comprehensive benefits program that includes our flexible/open PTO policy.

· GLG also offers training sessions to explore additional topics, teach valuable skills, and indulge curiosity. We also welcome our experts and other guest speakers to teach us what they know – because our learning mission extends to ourselves. And our fun, team-focused environment includes community volunteer programs, a dynamic activity-based workspace, and other in-office activities supporting team building and health & wellness.