Office Coordinator

POSITION SUMMARY

The Office Coordinator provides essential administrative support across all departments, with a particular focus on the finance team. This role ensures that the office environment, including common areas, is organized, clean, and operating efficiently. The Office Coordinator is expected to exercise independent judgment when addressing administrative challenges and to proactively resolve issues that arise. The ideal candidate will be highly organized, resourceful, and capable of managing multiple tasks while maintaining a self-motivated and solution-oriented approach.

ORGANIZATION AND DAILY OPERATIONS

1. Oversee administrative activities for the office, this includes the headquarters plus Osgood offices.
2. Responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment such as the layout, arrangement, and housekeeping of office facilities; purchasing office supplies, furniture, office equipment, etc.
3. Project management as needed.
4. Assist with preparations and coordinating logistics for Director’s meetings.

1. Maintain daily organization of clean and functional shared office space and supplies.
2. Handles incoming and outgoing deliveries and mail. Receives, opens, and distributes all packages as pertains to the office and operations.
3. Oversee in-house accounts such as Amazon.
4. Coordinates all maintenance, cleaning, and repairs of the shared office spaces with the facilities team.

TECH/IT

1. Main point of contact for Company IT vendor and troubleshoot any IT issues as needed.
2. Maintain and purchase company’s hardware and software needs as directed
3. Ensure all office machines and equipment are working properly.
4. Troubleshoot/assist with questions regarding email, system access, or computer issues.

PURCHASING

1. Office, paper, and other administrative supplies
2. Various non-consumable supplies as directed by the Operations Teams

HR: ONBOARDING AND OFFBOARDING-

1. Support set up of new employees and provide ongoing assistance for employee needs around the office.
2. Set up new employees with a workstation, computers and any other peripherals if needed.
3. Oversee Key distribution in conjunction with HR.
4. Maintain inventory of company property- laptop, keys, and any other items

E-COMMERCE

1. Serve as a primary point of contact for customer inquiries, ensuring prompt and professional communication.
2. Liaise with artists and vendors to coordinate order status, production timelines, and fulfillment updates.
3. Oversee the weekly packing and shipping of customer orders, ensuring accuracy and efficiency.
4. Oversee Shopify operations, including processing payments, updating inventory, and maintaining the website with current product listings and information.

MINIMUM QUALIFICATIONS

• Previous experience as an administrative assistant preferred. 
• Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required. Monday.com and Outlook required.
• Strong organizational and multitasking skills.
• Problem-solving abilities with a creative and proactive approach.
• Self-motivated, resourceful, and able to work independently.
• Excellent communication and interpersonal skills.

OTHER REQUIREMENTS:

• Availability to work every day of the week including holidays.
• Ability to traverse all parts of the restaurant quickly and safely.
• Must be able to lift 40 pounds at time.
• Must be able to comply with all health and safety standards.

Quince Pacific Avenue reserves the right to revise and change job duties as the need arises