Facilities Coordinator Full-time Temp

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Admin Responsibilities:

• Will be first point of contact for all customers, clients and vendors who come in the office.
• Responsible for upkeep of front office and/or other public areas including the kitchen.
• Will receive mail and sort to deliver.
• Restocking and ordering of kitchen and office supplies, ordering Friday lunch.
• May be required to answer light phone volume.
• Coordinate with head office facilities and IT in Santa Monica, CA for office support
• Main point of contact for sending mail and FedEx/UPS and courier service outside of production related shipping.
• May manage conference room availability in Microsoft Outlook, post daily schedules, and assist with production food orders.
• May be required to order taxi service or transportation for employees/clients.
Customer Service Responsibilities
• Triage customer service: refunds, forwarding tech issues and instructor requests
• Keep track of issues and resolutions in spreadsheet, escalate as often as needed to management
Operations Responsibilities
• Track invoices and purchase orders with accounts payable until confirmation of payment made.
• Pay monthly invoices, subscriptions, and professional dues and keep track of all receipts for expense reports
• Keep track of monthly expenses for operations as well as facilities and enter into
• spreadsheet.
• Operations support: follow up with artists on items, contract tracking, presentation support, weekly reporting support, contracts
• Organization of files and contracts on Creativebug servers
Marketing Responsibilities
• May be required to reserve sponsored blog posts and monthly ads
• Manage Creativebug Pop-Up Shop: Build and ship kits, mark as shipped on BigCartel website.
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• Marketing support: may be asked to provide project management assistance on smaller marketing and partnership campaigns, support in the management and tracking of affiliates and affiliate management programs, products/supply research
• May be asked to assist with company events and functions including team events.
Skills & Hours
• Required hours for the position are Monday-Friday 9 am to 5:30 pm.
• Super organized self-starter
• Must have at least 1-2 years in a customer service position (reception/administration, retail or client care
• Must have strong problem solving skills to help triage customer service billing and coordinate escalation of customer service technical issues
• Must have previous experience with standard computer technology such as Microsoft Office, Outlook, MS Excel, MS Word, MS PowerPoint, Internet applications and websites (recruiting applications preferred)
• Polished verbal and written communications
• Previous experience sending corporate packages through USPS, FedEx/UPS, etc. required.
• Previous phone experience not required, but preferred.

Company info

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