Office Coordinator

ABOUT BHC:

Our vision is to enrich lives and inspire connection. Through intentional hospitality, we create extraordinary experiences to serve our colleagues, communities, and guests. Through impeccably designed spaces, quality-driven experiences, unwavering commitments to community and wellbeing, and a people-first approach, BHC will reimagine the art of hospitality by continually upholding a culture of excellence that challenges the status quo.

OUR VALUES:

• Excellence
• Integrity
• Passion
• Grace
• Communication
• Learning
• Humility

JOB DESCRIPTION:

From greeting guests to streamlining meetings and providing support for team members, the BHC Office Coordinator assists the Office Manager in meeting the short-and-long-term needs of a growing hospitality company. The role is a first-impressions one for all guests visiting the BHC Corporate Office, so this prospective team member must be positive, attentive, and genuinely enjoy making people feel welcome. Independence, initiative, and a willingness to learn will make this individual an ideal addition to our team in a role that has the possibility of growth opportunities. A successful candidate must be friendly, energetic, and affable. This role requires strong communication and organizational skills, keen attention to detail, creative problem-solving, as well as an openness to meeting challenges in time-sensitive scenarios.

DUTIES & RESPONSIBILITIES:

• Guest Experience and Front Office Management:
• Create and maintain an atmosphere of warmth, personal interest, and positivity when welcoming guests to the corporate office.
• Respond to phone, electronic, and in-person inquiries with timeliness and accurate information.
• Maintain inventory stocking of office public spaces and ensure cleanliness in conference rooms and reception areas.
• Daily Office Operations:
• Open and close the office each morning according to set processes,
• Assist with troubleshooting of IT, supply, mechanical issues as reported by team members
• Collaborate with and support sister entities’ administrative assistants with daily hospitality-related tasks
• Meeting Coordination and Administrative Support:
• Assist with meeting preparation, including space reservations, IT set-up, and document printing.
• Review daily schedules to ensure readiness for incoming guests and meetings, including furniture organization and resource availability.
• Coordinate lunch orders and assist with missing or misplaced lunch management.
• Logistics and Inventory Management:
• Maintain office supply inventory, copier paper, and kitchen stock.
• Perform weekly supply stocking, kitchen inventory reassessments, placing necessary orders via Instacart or other platforms.
• Organize office layout rosters and directories, ensuring up-to-date and accurate records for employees and contractors.
• Guest and Team Support:
• Aid in planning itineraries and agendas for incoming guests, job candidates, and traveling team members.
• Secure reservations for accommodations, dining, and other guest needs
• Oversee and maintain a log of gift certificates and redemptions.
• Coordinate onboarding activities for new hires, including desk preparation and welcome materials.
• Collaboration and Project Management:
• Work collaboratively on special projects, including event planning, travel booking, and meeting preparations.
• Participate in cross-departmental initiatives, such as maintaining photo directories, updating forecasts, and assisting with team-specific projects.
• Event Coordination and Celebrations:
• Organize team events, special celebrations, and team-related gatherings as directed by the Executive Office
• Maintain a consistent repository of updated documents for leadership and team use.

REQUIRED SKILLS & EXPERIENCE:

• Strong writing, organizational, and time management skills, with the ability to balance priorities and respond promptly in a fast-paced, cross-functional environment.
• Demonstrates the highest standards of ethical behavior, often with sensitive information.
• Meets deadlines and takes accountability and ownership of responsibilities.
• High school diploma required.
• Administrative experience preferred.
• Proficiency with Microsoft Office Suite and a willingness to develop expertise in relevant software tools.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job:

• Ability to move around the office frequently, including walking between conference rooms, kitchen areas, and storage spaces, as well as making occasional trips to retrieve newspapers, mail, or lunches.
• Capability to lift and carry items up to 25 pounds, such as office supplies, groceries, beverage cases, or packages for distribution.
• Ability to stand for extended periods while setting up meetings, restocking supplies, or managing kitchen tasks, and to bend or kneel to access lower cabinets or recycling bins.
• Proficiency in performing tasks that require fine motor skills, such as using office equipment, preparing documents, and setting up IT equipment in conference rooms.

CLOSING DETAILS:

BHC is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and are not based on race, color, sex (including pregnancy, childbirth, and related medical conditions), citizenship status, national origin, ancestry, gender identity or expression, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, uniformed service, political affiliation, genetic information, or any other factor or characteristic protected by applicable law.