Job Title: Front Office Coordinator
Vision and Statement
We are a premier audio, lighting, and video production company that specializes in full-service production of concerts, tours, music festivals, and special events as well as systems installations, and beginning to end show design. We are dedicated to giving our clients the highest quality production experience. We do it right the first time, every time by pairing state of the art technology and first class service.
Mission Statement: Do It Right the First Time
Team Member Values:
- Do It Right the First Time
- Be Dependable, Accountable and Prepared to Perform Your Responsibilities to Meet/Exceed Our Customer Expectations every day.
- Strive to listen, learn and get better every day.
- Make your teammates better every day.
- Give credit and say thank you to your teammates.
- Celebrate the success of your team.
- Admit mistakes and see them as opportunities for improvement.
- Stay positive and make people smile:)
- Consistently follow and produce the Brown Note Experience.
Primary Objective: Provides administrative support to management and office team
Essential Role and Responsibilities:
Office Responsibilities:
- Responsible on a daily basis for ensuring the smooth operation of the office and administrative functions, including opening and closing the office on time every day.
- Presents a professional and welcoming first contact to all visitors, clients, customers, vendors, board members, staff, job candidates, media, postman, by phone, in person, and email.
- Performs general receptionist duties such as answering all phone calls and transfer to appropriate parties, take/email messages for/to all executive and support staff, and answer any messages/questions regarding the company (discretion is advised). Must be able to handle a 4-line phone system with multiple calls at one time.
- Picks up mail and parcels, sorts and distributes incoming mail for staff, stamps all outgoing mail and delivers to Post Office, Fed Ex and UPS when needed.
- Maintains office supplies inventory, placing orders, purchasing, receiving orders and stocking shelves. Make sure that all office supplies are stocked including water and paper items, and the first aid kit.
- Coordinates with the cleaning company to ensure they have all the proper cleaning supplies.
- Maintenance/Inventory of bathrooms and the break areas.
- Consistently adheres to acceptable professional and ethical standards. These expectations include: confidentiality, courtesy, cooperation, positive attitude, reliability, punctuality, accuracy, efficiency, timeliness in respect to deadlines, and is respectful toward others.
HR and Accounting Responsibilities:
- Photocopies, prints, binds, files,and scans documents for staff, as required.
- Maintains ongoing upkeep of Employee Center.
- Coordinates with CEO, Operations Manager & HR on updating Floor Plans, Emergency Procedures & Building Signage as needed.
- Handles special administrative projects, as well as overflow work from other departments including word, excel reporting, processing, and data entry.
Marketing and In House Event Responsibilities:
- Organizes, Labels and Tracks the Merchandise (Swag) throughout the company.
- Social Media: Works on company Facebook, Instagram, and LinkedIn postings.
- Performs a variety of Internet research functions including client, event, tour, travel information etc.
- Coordinates and acts as liaison for all in house meetings, activities, training, rehearsals with setting up dining, beverages, room adjustments, trash/recycle, errands and working later hours to accommodate the client needs.
- Assists in travel research including hotel, air travel, ground transportation, and any relevant support information and assistance.
- Occasional after-hours work.
- Performs all other duties as may be assigned.
Other Skills & Abilities
Qualification and Experience
- High School Diploma
- 1+ years Office Experience
- Tech Savvy (Experience in Microsoft Office & Google Suites a MUST)
- High level of organizational and administrative skills
- Outstanding written and verbal communication skills
- Ability to work with frequent interruptions
- Self-motivated with the ability to work efficiently with minimal supervision, set priorities and interface with others
- Kind, helpful, and fun personality that can “go with the flow”
Compensation Range: $18 to $22 per hour
FLSA Status: Non-Exempt
