What are the responsibilities and job description for the Office Coordinator position at Gellert Global Group?
Gellert Global Group consists of many of the leading North American food importing companies (Atalanta Corporation, Camerican International, Finica, Tipico Cheese Products) and has been importing food products for over 100 years. The combined revenues of GGG exceed $1.7 billion. GGG companies provide strength in sourcing, insurance, finance, logistics, food safety, and information technology, and supply the needs of retailers, distributors, food service chains, hotels, cruise lines, and food manufacturers alike.
The Office Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting employee-facing services. The position will be the heart of the workplace, providing elevated hospitality services through coverage of the office events, supporting office amenities, catering deliveries, client meetings and assisting with conference room set-ups/breakdowns and scheduling. The Office Administrator will be responsible for office inventory including pantry and office supplies, arranging daily catered meals, general office management and maintaining a clean environment during business hours. This is a highly visible role with an opportunity to interact with all employees and visitors of the company and provide extensive administrative, reception and facilities coordination support.
Responsibilities
We care about your total well-being and will support you with the following, subject to your location and role.
The Office Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting employee-facing services. The position will be the heart of the workplace, providing elevated hospitality services through coverage of the office events, supporting office amenities, catering deliveries, client meetings and assisting with conference room set-ups/breakdowns and scheduling. The Office Administrator will be responsible for office inventory including pantry and office supplies, arranging daily catered meals, general office management and maintaining a clean environment during business hours. This is a highly visible role with an opportunity to interact with all employees and visitors of the company and provide extensive administrative, reception and facilities coordination support.
Responsibilities
- Support shipping and receiving for the executive office and retrieve, sort and distribute incoming mail
- Help organize and/or support office events, both virtually and in-person
- Maintain adequately stocked kitchens, sanitary and office supplies, restock paper and copy machine products, and general upkeep of office and cleaning of kitchen equipment
- Order meals for the office when required
- Ensure conference rooms are clean, organized and well maintained
- Ensure Covid-related safety measures are in place
- Order, receive and coordinate food deliveries
- Monitor the scheduling of conference rooms and equipment needs
- Ordering and coordinating basic pantry supplies for ongoing or special needs.
- Coordinate office events and functions
- Support executive meetings - reserving conference rooms, ordering meals, arranging for any IT equipment needed (i.e., laptop, projector, audio/video equipment), sending Outlook meeting requests, etc.
- Assist with meeting set-up and clean-up (configure conference room set-up, request conference call / dial-in #, distribute meeting materials, tent cards/name badges, meet and greet attendees, etc.)
- Reconcile expenses related to all events that take place in the office
- Order and stock all office and kitchen supplies for staff and visitors
- Take pride in the appearance of the office and make it friendly for our employees and guests
- Communicate with building management for any facilities needs
- Coordinate with building management to ensure facility maintenance and safety
- Respond to building emergencies and be a member of the emergency response team
- Greet and direct visitors in a professional, friendly and hospitable manner
- Handle tasks assigned by executive assistant and administrative support duties as requested
- Establishing and promoting participation in conservation and recycling programs
- High School diploma or equivalent
- Ability to lift 25 - 30 pounds
- Organizational skills
- Attention to detail
- Strong prioritization skills
We care about your total well-being and will support you with the following, subject to your location and role.
- Health: Medical, dental and vision insurance, Company-paid life, accident and long-term disability insurance, flexible spending accounts
- Wealth: Competitive pay, annual bonus opportunity, matching 401(k) with immediate vesting upon enrollment, generous employee referral program
- Happiness:
- Professional Growth: Online training courses, virtual and classroom development experiences, education assistance program
- Work-Life Balance: Paid-time off, parental leave, flexible work schedules (subject to your location and role)
- Team Building: Employee engagement and recognition programs, wellness, philanthropic and DE&I initiatives, Company-sponsored celebrations, and team-building events
