Office Coordinator at Mad Engine Global, LLC. in San Diego, CA

Summary: Mad Engine Global, LLC. is focused on ensuring smooth office operations, and they are seeking an Office Coordinator. The role involves managing daily activities, maintaining supplies, overseeing visitor interactions, and ensuring compliance with health and safety regulations.

Responsibilities:
- Oversee the day-to-day operations of the office
- Maintain office supplies, snack, and coffee inventory and place orders as needed
- Implement and maintain office procedures and policies
- Help onboard and train new employees on office procedures and systems
- Greet and assist visitors, ensuring a professional and welcoming environment
- Answer and direct phone calls, addressing inquiries or forwarding to appropriate personnel
- Schedule, set up, and ensure the availability and functionality of conference rooms for team meetings, including coordinating equipment and managing any special requests
- Maintain and organize office files, records, and documentation
- Ensure confidentiality and security of sensitive information
- Assist with data entry and record-keeping tasks
- Ensure that office equipment is functioning properly and coordinate repairs or maintenance
- Serve as the primary liaison between the office and external vendors such as cleaning services, maintenance contractors, and IT support
- Review and process service requests, ensuring that vendor services meet the office’s needs and standards
- Act as the central point of contact for all internal facilities-related requests, such as maintenance, repairs, or setup needs
- Work with EHS Manager to conduct regular reviews of office practices and procedures to ensure compliance with current health and safety laws
- Ensure that all staff are aware of and understand health and safety policies through training sessions, informational materials, and regular updates
- Encourage staff to maintain clean and orderly workstations and provide guidelines or training on best practices for workspace organization
- Quickly assess and investigate all safety-related near misses, incidents, and injuries to identify root causes and implement preventive measures
- Monitor and record utility usage data, including electricity, water, gas, and other resources, from utility bills, meters, and other monitoring systems
- Ensure that data is up-to-date and readily available for audits, reviews, and sustainability assessments
- Partner with the Sustainability Analyst or dedicated sustainability team to develop and implement sustainability strategies and initiatives
- Coordinate with various departments to ensure the successful integration of sustainability measures into daily operations
- Oversee the acquisition, renewal, and maintenance of environmental permits required for office operations, such as waste disposal permits or emissions permits

Required Qualifications:
- Oversee the day-to-day operations of the office
- Maintain office supplies, snack, and coffee inventory and place orders as needed
- Implement and maintain office procedures and policies
- Help onboard and train new employees on office procedures and systems
- Greet and assist visitors, ensuring a professional and welcoming environment
- Answer and direct phone calls, addressing inquiries or forwarding to appropriate personnel
- Schedule, set up, and ensure the availability and functionality of conference rooms for team meetings, including coordinating equipment and managing any special requests
- Maintain and organize office files, records, and documentation
- Ensure confidentiality and security of sensitive information
- Assist with data entry and record-keeping tasks
- Ensure that office equipment is functioning properly and coordinate repairs or maintenance
- Serve as the primary liaison between the office and external vendors such as cleaning services, maintenance contractors, and IT support
- Review and process service requests, ensuring that vendor services meet the office's needs and standards
- Act as the central point of contact for all internal facilities-related requests, such as maintenance, repairs, or setup needs
- Work with EHS Manager to conduct regular reviews of office practices and procedures to ensure compliance with current health and safety laws
- Ensure that all staff are aware of and understand health and safety policies through training sessions, informational materials, and regular updates
- Encourage staff to maintain clean and orderly workstations and provide guidelines or training on best practices for workspace organization
- Quickly assess and investigate all safety-related near misses, incidents, and injuries to identify root causes and implement preventive measures
- Monitor and record utility usage data, including electricity, water, gas, and other resources, from utility bills, meters, and other monitoring systems
- Ensure that data is up-to-date and readily available for audits, reviews, and sustainability assessments
- Partner with the Sustainability Analyst or dedicated sustainability team to develop and implement sustainability strategies and initiatives
- Coordinate with various departments to ensure the successful integration of sustainability measures into daily operations
- Oversee the acquisition, renewal, and maintenance of environmental permits required for office operations, such as waste disposal permits or emissions permits

Required Skills: Office Management, Visitor Relations, Phone Call Handling, Conference Room Scheduling, Record Keeping, Data Entry, Facilities Coordination, Vendor Liaison, Health and Safety Compliance, Training on Health and Safety Policies, Utility Usage Monitoring, Sustainability Strategy Implementation, Environmental Permit Management