Office services coordinator job description

The position will report to the Office Services Manager and will provide administrative and operational support for Travel Services, Conference & Guest Services, and Car Service.

The ideal candidate will have exceptional skills in customer service and the ability to support various service areas in a faced-paced environment. Integral to the role is the ability to provide high quality service.
Responsibilities
Travel

• Provide support to Office Services Manager responsible for managing Firm's global travel program and projects
• Process travel invoices using travel dashboard and Chrome River
• Provide basic travel related guidance on policy and procedures
• Assist travelers and travel arrangers with online booking tool, etc.
• Assist with design and maintenance of travel portal page
Conference and Guest Services

• Create new user profiles for all EMS platforms
• Create and maintain buildings, departments, spaces (conference rooms, visitor and hotel offices, etc.), processes and resources
• Generate reports, queries, and notification as needed and upon request
• Support EMS Glance panels
• Provide end user training and maintain handbook(s)
• Continuously evaluate and identify innovative ways to streamline and enhance processes in the EMS resource scheduling software to improve user experience
Car Services

• Assist with special requests for events
• Review and submit invoices for payment
• Liaise with car vendors and Uber for Business support team to request services and solve issues
Perform other duties as assigned or required to meet Firm goals and objectives
Qualifications
• College preferred or a combination of education and work experience
• High degree of professionalism and outstanding interpersonal skills, with the capacity to work effectively with a variety of people at all levels
• Candidate must be highly organized and possess thoroughness and attention to detail and accuracy
• Strong oral and written communication skills are required
• Ability to preserve confidentiality and exercise discretion
• Strong hands-on knowledge of computers and software applications such as, MS Word, Excel, PowerPoint, Outlook, video conferencing tools, Chrome River, Smartsheet, EMS scheduling software, etc.

Sony Music Publishing is the leading global music publisher, which is home to world-class songwriters, legendary catalogues, and industry-leading synchronization licensing and production music businesses. With an international network of 38 offices, Sony Music Publishing represents many of the most iconic songs ever written by celebrated songwriters such as The Beatles, Bob Dylan, Aretha Franklin, Marvin Gaye, Michael Jackson, Carole King, Queen and The Rolling Stones, as well as contemporary superstars including Beyoncé, Ed Sheeran, Pharrell Williams, Lady Gaga, Kanye West, P!nk, and Sam Smith. To learn more: www.sonymusicpub.com/en.

Job Purpose: The Coordinator, Office Services is the first point of contact for Sony Music Publishing's office and is responsible for setting the tone and creative atmosphere of the office in a positive and productive way. This position is a highly motivated, proactively engaged in assisting with the daily activities of the office, has a strong sense of urgency, and maintains the highest level of discretion and confidentiality.
What You'll Do:
Manage the employee, songwriter and guest experience by:Actively welcoming and greeting guests Manage front desk reception area and high volume of main phone lines Assist Manager, Office Services and employees with special projects Office Services: Manage supply inventory for office and kitchen supplies Oversee all common areas to include, coordinating availability of conference room, writer room, set-up and assist with meeting prep (catering, audio visual, etc.) Ensure office equipment maintenance is up to date. Coordinate all office mailing to include, overnight shipments and/or messenger service Proactively keep the office directory up to date Safety and Security:Assist with all safety and security processes and drills Ensure office protocols are upheld including COVID-19 policy Serve as member of your floor Safety Team (searchers, etc.) Other:Assist Manager, Office Services with company events Partner with Employee Business Resource Groups (EBRGs) for volunteer, philanthropic, and/or learning opportunities to engage and support local office Assist with coordination of the internship program Assist with recording studio billing for LA & Atlanta studios
Who You Are:
Must be passionate about songwriters Must align with Sony's Purpose and Values 1 year of previous administrative and reception experience required (entry level) Proficient in Office 365, including Outlook, Word, Excel, Teams, and SharePoint;Required to work in the office Monday - Friday, 9:30am - 6:30pmVariations in work volume may require extended working hours for evening and late-night events Ability to respectfully engage and support the diverse workforce - creative, technical, financial, and executive - in an effective, efficient, and collaborative manner Ability to work both independently and with a team Must be approachable and demonstrate patience and courtesy while engaging with guests and employees Excellent communication (written and verbal) and interpersonal skills required Proactive in taking initiative while staying organized and solution-oriented Ability to manage multiple tasks and projects while producing excellent results in a timely manner Strong attention to detail Punctuality is a must Ability to lift up to 25 lbs. Must be authorized to work in the United States

What We Give You:
You join an inclusive, collaborative and global community where you have the opportunity to fuel the creative journeyA modern office environment designed to foster productivity, creativity, and teamwork An attractive and comprehensive benefits package including medical, dental, vision, life & disability coverage, and 401K + employer matching Voluntary benefits like company-paid identity theft protection and resources for pets, mental health and meditation resources, industry-leading fertility coverage, fully paid leave for childbirth or bonding, fully paid leave for caregivers, programs for loved ones with developmental disabilities and neurodiversity, subsidized back-up child and elder care, and reimbursement for adoption, surrogacy, tuition and student loans We invest in your professional growth & development Time off for a winter recess and early close Summer Fridays

Sony is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, sex (including pregnancy), gender, national origin, citizenship, ancestry, age, physical or mental disability, military status, status as a veteran or disabled veteran, sexual orientation, gender identity or expression, marital or family status, genetic information, medical condition, or any other basis protected by applicable federal, state, or local law, ordinance, or regulation.

EEO is the LawEEO is the Law SupplementRight to Work (English/Spanish) E-Verify Participation (English/Spanish) As part of our commitment to health and safety, this position requires that the job candidate be fully vaccinated against COVID-19. Please note that an applicant will be considered fully vaccinated two weeks after their second dose in a 2-dose vaccine series (Pfizer or Moderna), or two weeks after a single-dose vaccine (Johnson & Johnson's Janssen vaccine). The Company will consider requests for reasonable accommodations for documented medical reasons and for sincerely held religious beliefs in accordance with applicable law. Please do not include proof of vaccine status or any indication of a possible request for an accommodation when submitting your application materials. If applicable, the Company will follow up with you directly to request proof of vaccination and to discuss any potential accommodations.

About Us

At J.Jill, our success is guided by a culture that values the intrinsic art of creativity and the data science required to drive our future growth. We are collaborative and data-centric, with every associate focused on creating our customer's unique experience and delivering results through our omnichannel business model. We embrace each other's differences and unique perspectives and consider all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, marital or military status. We also provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.

Overview

Under the direction of the Manager Facilities, Corporate & Construction Purchasing, Office Services/RE Administration the primary responsibility of this position is to provide support for the company purchasing, supply and office services programs.

Responsibilities

* Provides process, pricing, and follow up support to employees regarding requisitions, purchase orders and vendors
* Processes requisitions into purchase orders in accordance with company policies and procedures and ethics guidelines
* Ensures receiving documents are entered into Infinium in a timely manner
* Ensures daily purchase orders are entered into Infinium in a timely manner
* Follows up/expedite calls on outstanding orders using e-mail whenever possible, to maintain documentation of conversations
* Maintains min/max material levels in inventory in the Distribution Center and off-site vendors
* Works closely with Receiving department to ensure proper supplies have arrived
* Issues POs to vendors
* Audits store supply orders monthly to ensure within budget
* Provides support to the mailroom when needed

Qualifications

* Excellent personal computer skills required (Excel, Word, Etc.)
* Strong communication and organizational skills
* Excellent "service oriented" and "customer focused" attitude is required.
* Strong problem-solving ability.
* Ability to work in a team-orientated environment.
* Ability to work in a fast-paced environment, able to prioritize tasks, and consistently meet deadlines.
* Ability to work independently. Self-starter.
* High School Diploma
* 2+ years of administrative support experience preferably with a specialty retail chain.

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.

Our Brand

J.Jill is a premier omnichannel retailer and nationally recognized women's apparel brand committed to delighting customers with great wear-now product. The brand represents an easy, thoughtful and inspired style that reflects the confidence of remarkable women who live life with joy, passion and purpose. J.Jill offers a guiding customer experience through more than 280 stores nationwide and a robust e-commerce platform. J.Jill is headquartered outside Boston.