Office & Hospitality Coordinator

The Office & Hospitality Coordinator serves as the face of the brand for the office, facilitator of all office-related matters, and point person for On Premise hospitality requests for the region. In addition to greeting visitors, handling incoming inquiries, and performing general administrative duties to the office as a whole, this position manages key internal communications, in-office events, and hospitality. This position will dotted-line into the local Regional On Premise Manager, with support from the Director, Musketeers, on all On Premise hospitality related duties. In this capacity, they will act as the bridge between all internal hospitality requests and the regional On Premise team, ensuring fulfillment of all requests and leveraging investments in the market to drive On Premise commercial impact.

Areas that play to your strengths

All the responsibilities we'll trust you with:

• Act as first responder to general inquiries

  Warmly greet and direct guests, visitors, clients, and solicitors in the proper direction

  Receive, sort and distribute mail, packages, and courier and food deliveries

  Assist employees with outgoing mail & shipping needs

  Answer questions regarding general office operations from employees

  Complete various building operations projects as assigned

  Troubleshoot A/V, IT, printer/copier problems, and arrange repairs of office equipment

  Maintain knowledge of how all systems function

  Set up printer and IT service calls when necessary, refilling/replacing toner and paper on a frequent basis

  Ensure office entry/foyer area and all shared space is a premium representation of the Red Bull brand & experience

  Responsible for streaming relevant Red Bull content in office via TVs

  Support other regional offices virtually as needed

• Manage and maintain office supply inventory including managing product inventory and maintaining spreadsheets

  Order and restock pantry coffee/snacks/supplies and Red Bull coolers first thing each morning and as needed throughout the day

  Manage all outside vendors who do business or have work contracts for the assigned office(s) (i.e. cleaning and repair services, alarm systems, coffee vendors, etc.)

  Assist with new office employee onboarding including key fob, alarm and access codes, parking, locker assignment, guidelines, ways of working, etc.

  Order and stock supplies on a bi-weekly basis, including office supplies, printer/fax/copier toner, mailing supplies, kitchen supplies, stationery, snacks and fruit, coffee refill, water refill, and Red Bull product when necessary

  Manage conference rooms, providing technical support and acting as a liaison to meeting hosts helping to adjust/accommodate meetings as needed

  Meeting contact and on-site support for internal guests

  Manage general vehicle fleet issues at the office, including car pick up/transfer from office

  Act as the point of contact for property management for building repairs, heating/AC issues, trash/recycling, parking lot, etc.

  Serve as first point of contact to HQ IT team for all office IT related matters

  Facilities

• Work with EAs, DLs, and other internal stakeholders to proactively plan upcoming visits from internal and global requests

  Work with partner hotels on competitive room rates while facilitating group bookings

  Work with partner accounts to leverage group dinners and events for new distribution and incremental execution

  Cross collaborate with Director, Musketeer; ROPMs; and Field Sales Team to expand and leverage all hospitality spends and bookings to gain new distribution and execution

  Manage agenda, attendance, special request & budgets for key events

  Coordinate and monitor on site implementation to ensure premium hospitality experience for all guests

  Identify & source best hosting opportunities for various moments and guests

  Build relationships with partner hotels and accounts and enable Red Bull availability & execution

  As directed by local On Premise leadership, build relationships with key stakeholders at all accounts: GMs, VIP hosts, bar staff, booking agents, etc.

• Maintain any reception and office common areas, restrooms, printing stations, storage rooms, kitchen, bar, and conference rooms

  Coordinate cleanup for events and meetings with relevant admins and meeting hosts

  Address janitorial concerns with cleaning company

  Office first responder and primary contact for alarm company

  Maintain employee alarm code list & employee office access

  Handle office vendor payments and citations

  Communicate with Finance regarding city regulations (i.e. business licenses, etc.)

  Handle requests for furniture repair and/or replacement, helping to orchestrate moves if needed

  Maintain an organized open office, workstations & troubleshoot/resolve technical issues

  Maintain and update Office Coordinator guidelines

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• Bachelor’s degree a plus
• 2-3+ years of experience in office management, event planning, and/or administration
• Experience performing administrative and clerical tasks
• Understanding of the On Premise landscape
• Ability to work independently and in a proactive manner
• Highly organized and able to multi-task in a fast-paced environment
• Knowledge of office management, procedures, A/V equipment, and basic technology
• General experience managing budgets and creating budget trackers
• Microsoft Word, Excel, PowerPoint, and Outlook experience
• Exemplary communication skills (written and verbal)
• Ability to manage multiple projects simultaneously
• Ability to work with multiple leaders and personality types
• Ability to brainstorm, coordinate, and execute social engagements and events
• Fluent in English, additional language skills a plus
• 0-5% travel

• Travel 10-20%
• Permanent
• Benefits eligible