The Bulgari Office Coordinator is responsible for ensuring efficient office operations by overseeing administrative, executive, executional and operational tasks to enhance the employee experience.
• This role is based on-site during core office hours from 8:45am – 5:15pm, five days a week
• This position is not eligible for Summer Friday’s
Essential Duties & Responsibilities:
Administrative:
• Ensure the timely and accurate processing and payment for all invoices through the company's internal platform, IVALUA
• Manage the Corporate & Retail onboarding process for all new hires, including maintaining of inventory of onboarding gifts
• Manage office communications regarding cleaning, building maintenance, COVID exposures, and kitchen & restroom related issues
• Creating professional PP decks as needed
• Maintain the floor seating plan & chart
Executive:
• Maintain the appearance and organization of the reception area, kitchen, and conference rooms to uphold a professional standard
• Ensure a seamless and welcoming experience for all new employees at the Corporate Office
• Greet both internal and external guests at reception in a highly elevated and professional manner
Planning & Execution:
• Lead the planning and execution of the annual Holiday Party & Gifting Initiative
• Support in the planning and execution of the annual Holiday Party
• Support monthly Office Socials or Trainings
• Support Employee Resource Groups and Company Cultural Initiatives and Activities
Operations:
• Oversee the management of the mailroom, ensuring the systematic filing of incoming mail & packages daily
• Coordinate incoming & outgoing deliveries with messengers, shipping vendors, and delivery services
• Supervise the replenishment, storage and distribution of all company supplies, including (but not limited to) kitchen, restroom & office areas
• Oversee the ordering and distribution of company materials, i.e. anniversary gifts, stationary, business cards, shipping & receiving labels, etc.
• Coordinate and manage office repairs and maintenance with building management and external vendors
• Facilitate the setup of new hire desks and IT equipment
• Arrange catering orders, and manage set-up and clean-up for office events or meetings as needed
• Handle the main door and freight entrance for larger packages, notifying respective individuals of deliveries
• Escalate any security-related issues to senior management
• Collaborate with the building crew on special construction projects
• Oversee the daily operations of the office
• Answer incoming calls and transfer accordingly
• Assists with additional company initiatives, projects & activities as required
Experience, Skills & Knowledge:
• 3+ years in office or facilities management, reception, administration, customer service, or related experience
• Strong organizational and planning skills with a sense of priority for deadlines
• Attention to detail with a strong sense of urgency and follow-up
• Excellent interpersonal skills supporting a matrixed team environment
• Excellent communication skills, verbal and written
• Ability to recognize and react to changing work demands and complexities
• Comfortable and confident in making effective autonomous decisions in a timely manner
• Ability to work independently and escalate concerns when/where needed
• Excellent time & project management skills
• Strong sense of follow-up and urgency
NOTE: This job description is intended to cover the core accountabilities of the position and is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice
