Office Coordinator

Empire Entertainment is a dynamic, full-service, global event production company that conceptualizes, designs, and executes entertainment-driven projects for corporations, associations, charities, and private interests. Based in New York City and Tokyo, we produce over 100 projects annually including concerts, award shows, charity galas, premiers, and public facing promotional events. 

We are seeking an organized, resourceful, highly professional and energetic NY-based candidate to support the Empire team as a full-time office coordinator to manage our office space in SoHo, New York. The successful candidate will be able to oversee the office space, manage office related vendors, storage units, conference rooms, reception, support company wide events, monitor calls and client meetings, and efficiently and creatively solve challenges that arise within daily operations. 

Responsibilities

• Support in coordinating and managing the office space including: shipments, mailing, storage room & unit, phones, wifi, and overall operations.

• Support in coordinating, planning, managing, and producing office related events (Summer outing, holiday party, training, etc).

• Manage / oversee the common spaces in the office including conference rooms and kitchen areas.

• Monitor and answer main line calls. 

• Create and manage the office coordination budget and ensure all employees adhere to it.

• Organizing maintenance companies to keep the office clean and safe and ensure its appliances are in good working order (manage equipment replacement, repairs and installations).

• Oversee mailing and shipments organized by Production Associates and Production Coordinators.

• Oversee the office space to ensure employees work productively and efficiently.

• Manage offsite storage unit and inventory.

• Follow office workflow procedures and oversee implementation.

• Review and update health and safety policies, and ensure data protection laws are being implemented.

• Support the team with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, setting up conference rooms, ordering catering, etc).

• Greet and assist visitors when they arrive at the office.

• Monitor office supplies inventory and place orders.

• Assist in vendor relationship management related to the office.

• Maintain files and records on our proprietary databases. 

• Report office progress to senior management and work with them to improve office operations and procedures.

Qualifications

• 1-3 years’ experience in administrative roles, ideally at a creative agency and/or event & entertainment industry.

• NYC based applicants only.

• Energetic & resourceful individual with strong interest in events, entertainment & culture.

• Highly professional, client facing individual. 

• Excellent organization skills and the ability to follow-up and complete tasks in a timely and responsible manner.

• Positive can-do attitude with strong initiative, follow through, & attention to detail.

• Creative problem-solver with an ability to work in a rapidly changing environment.

• Excellent written, verbal, and interpersonal communication skills.

• Proficient in Microsoft Office including Word, Excel, and PowerPoint as well as Google Drive & Documents Drive.

• Familiarity with and / or interest in current musical, theatrical and comedy talent, a plus

• Familiarity with Adobe CS (Photoshop, Illustrator and InDesign), a plus.

Empire is an Equal Opportunity Employer. We offer healthcare and 401K.

Start Date: Monday, January 6, 2024

Please send resume to hr@empireentertainment.com