Office Coordinator

The Third Floor is seeking an enthusiastic Office Coordinator to be the keeper of our thriving, world-class Los Angeles headquarters studio. Requires a motivated self-starter. This rock star Coordinator will also be responsible for the day to day schedule and coordinating across departments for the CEO.

This position is ONSITE in our Los Angeles Office, 5 days a week.

Responsibilities:

• Face of the studio at reception. Greet guests at reception and give studio tours.
• Answering phones, retrieving voicemails, taking and distributing messages.
• Oversees the purchase and inventory of snacks, drinks, supplies, etc.
• Support all planning for internal events such as the TTF Holiday Party, Annual Picnic, Night Out, Fun Fridays, Third Thursday, Founder Fridays and other internal company events both in person and virtual. Plan and assist company parties, promotional events and external attendee events.
• Support Office of the CEO’s day-to-day schedule, priorities, travel itinerary, event schedule and speaking engagements. Manage Office of the CEO’s “To Do” list.
• Facilitate and book meetings. Support with clear agendas, minutes and action points.
• Assist CEO with membership renewals and submissions. Manage member activity and participation.
• Maintain receipts and monthly expenses for Office of the CEO.
• Scheduling and coordinating meetings and appointments for all common areas and tenants.
• Provide administrative support (printing, faxing, scanning, shredding) as needed.
• Coordinate employee access/parking cards, maintain doc, and manage employees’ access to parking and facility. Review all parking invoices.
• Assist with organizing and messaging of company culture programs, such as manage coffee Wednesdays.
• Supports office moves and offsite team facility needs including Atlanta tech hub.
• Oversees the appearance of the office from furnishings, plants to patios to café and makes adjustments as needed.
• Supports physical security operations with Head of IT: programs all access cards, helps coordinate security protocol for shows and general office, keys distribution, badges & employee photos, alarm system, cameras, and upgrades.
• Acts as liaison between TTF and property management, and uses landlord portal for tickets and requests.
• Store and organize facilities receipts. Log expenses within monthly budgets in doc.

Essential Skills:

• Proficient in MS Office Suite, Google Calendar and Docs.
• Communicates professionally and politely.
• Highly organized, strong attention to detail and effective follow through.
• Bonus: Graphic design/photoshop capabilities for invites and company flyers.
• Exceptional written and verbal communication skills.
• Excellent interpersonal skills building positive working relationships with colleagues and external clients.

Personal attributes:

• Reliable
• Personable and approachable
• Fun and enthusiastic
• Pro-active, professional and resourceful
• Ability to effectively multi-task and self-manage
• Ability to maintain a high level of accuracy in preparing, tracking and entering information
• Resourceful and not afraid to dive in and help with tedious tasks

The pay scale is between $20 - $30 / hour based on experience, skillset and other factors. Additional TTF benefits: Health Insurance (Medical, Dental, Vision), Sick Time, 401k (staff only), PTO (staff only), and additional Perks & Benefits.

U.S. & Canada Applicants only: TTF participates in E-Verify and we will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. All documents provided for proof of work authorization must be current and unexpired. We cannot accept expired proof of identity.

IMPORTANT: If the Government cannot confirm that you are authorized to work, TTF is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment.