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Office Coordinator

The Office Coordinator, reporting directly to the Facilities, Security and Safety Director will be responsible for facility administration including vendor management, office management, space allocation, mailroom operation, supply ordering and invoicing. This will involve direct oversight of the facilities assigned. This is a hands-on position. A demonstrated ability work with people in a fast-paced organization.

GIBSON

Gibson Brands, Inc. (“Gibson” or the “company”), the world’s most iconic guitar brand, has shaped the sounds of generations of musicians and music lovers across genres for more than 100 years. Orville Gibson founded the company in 1894 in Kalamazoo, Michigan, Gibson has a legacy of world-class craftsmanship, legendary music partnerships and progressive product evolution that is unrivalled among musical instrument companies. Our portfolio of brands includes Gibson as well as many of the most beloved and recognizable music brands, including Epiphone, Kramer, and others; we also own Gibson Pro Audio with brands such as KRK and Cerwin-Vega. Many Gibson instruments are highly collectible since Gibson was at the forefront of innovation for many genres of music including big band, rock-n-roll, and blues. Gibson operates via a central headquarters based in Nashville, TN, supporting five manufacturing facilities as well as four regionally-based support centres that enable the sales, marketing, and distribution activities in each of four different worldwide regions.

OVERALL JOB PURPOSE

The Office Coordinator, reporting directly to the Facilities, Security and Safety Director will be responsible for facility administration including vendor management, office management, space allocation, mailroom operation, supply ordering and invoicing. This will involve direct oversight of the facilities assigned. This is a hands-on position. A demonstrated ability work with people in a fast-paced organization.

ROLES & RESPONSIBILITIES

Day to Day Facilities Operations:

Responsible for day to day office coordination activities.

· Works closely with building and property management, vendor management, and security regarding facilities issues

· Liaison between on-site management and corporate management

· Provides recommendations for building, remodelling, and upgrading office space planning and design, conducting office work environment studies, and preparing facility master plan

· Establish and maintain an effective facility management program by establishing work requirements, coordinating, planning, prioritizing and successfully completing short and long-term projects

· Schedule, supervise and evaluate the work of contractors and vendors

· Serve as the go-to person for all mail activities, i.e.: UPS, FedEx, US Postal

· Sort mail for each department in a timely matter

· Order office supplies

· Greeting and directing visitors

· Responsible for daily facility maintenance and preventative maintenance, including timely and effective communication with employees and other stakeholders

· Assist Facilities Director with development of objectives, strategy, budgets, short and long-range plans, as well as monitoring performance relative to established plans and budgets

· Execute annual objectives and establish or modify operating policies as needed

· Assisting company departments as needed

· Performs other duties as assigned

Physical Requirements/Working Environment

· Occasionally climb extension ladders, roof ladder, stepladders, and stairs

· Have the flexibility to bend/stoop, squat, and kneel repetitively

· Have the ability to walk extensively throughout the facilities

· Drive a forklift or other light industrial equipment

PERSON SPECIFICATION

Required Experience

· 3 years of office management or coordination

· Experience with supply ordering

· Knowledge with mail room processing and systems

· Proven ability to work with all levels of management

· Proven experience supporting day to day facilities management

Essential Skills & Knowledge

· Strong organizational skills

· Must be able to manage multiple projects

· Knowledge of OSHA regulations

· Knowledge of all relevant safety standards related to area of responsibility required.

· Knowledge of business practices and procedures and facility planning/management.

· Good planning, scheduling, oral and written communication skills.

· Ability to respond effectively to the most sensitive inquiries or complaints

· Thorough working knowledge of facilities management, planning open/closed, individual, and special use spaces

· Technical and comprehensive knowledge of operating procedures of all office equipment and facilities

· Excellent planning, management, and organization skills

· Strong customer service skills

· Demonstrates proficiency in Microsoft applications

· Ability to work under pressure and continuously meet deadlines

· Strong analytical skills

· Supervising personal

· Office/Facilities Management

Personal Qualities

· High level of integrity and dependability with a strong sense of urgency and results-orientation, with a track record for delivering to plan

· Flexibility to adapt quickly to changing circumstances; able to proactively question and challenge to prioritize and identify solutions in timely manner

· Clear thinker with outstanding numeric ability supported by a rounded commercial awareness

· Able to see the big picture but possesses a pragmatic /flexible approach to delivery

· Curious in nature and always looking to question, learn, and look for better ways to do things

· Relish working in a company with a diverse and fast paced environment

· Personable, fun, team oriented

Nota Bene:

The company’s job descriptions are not intended to be a complete detailed account of all expected/anticipated activities. We operate in a fast-moving and competitive global environment and therefore need employees to be flexible.

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