Office Coordinator

We are looking for an office coordinator to keep our office running smoothly, and to support a range of workplace needs. We are a top PR agency - named PR Agency of the Year by PR Daily and to PRWeek's Best Places to Work list – looking for an organized, friendly and reliable professional who follows direction well and takes pride in the details. This position reports directly to the COO and is a full-time, in-office role. Our Ardmore office is a calm, small-team environment, ideal for someone who enjoys focused, independent work and takes ownership of the space.

Responsibilities:

Office

• Manage the appearance of the office. Remain proactive, thinking ahead to keep the office supplied and organized.
• Field office requests from employees in a positive, friendly manner.
• Coordinate office maintenance requests.
• Act as the liaison between Gregory and office cleaning staff, as well as between the company and landlord’s office.
• Prepare for, setup and support client meetings in the office.
• Manage company’s permit parking passes/process.
• Maintain company’s list of media subscriptions.
• Manage office entry - operating a remote door lock system, and ensure office is secure at the end of the day.
• Order and restock office supplies, kitchen items and refreshment

Workplace Engagement

• Support onboarding logistics for new hires, including welcome materials and workspace setup.
• Support company training programs, including scheduling, materials and reminders.
• Help plan and execute the company engagement calendar, including internal events and lunches that promote positive morale and keep employees connected whether they are in the office, hybrid or remote.
• Help celebrate employee highlights, such as media highlights, employee anniversaries and other milestones, and help maintain content for company-wide sharing initiatives, like the quarterly newsletter or social media posts.
• Handle all company (and confidential) information with discretion.
• Follow established company processes related to operations, accounting, IT, and HR, such as (but not limited to) expense reporting, spending policy, invoicing support, and cybersecurity protocols, and complete them accurately and on time.
• All other responsibilities as assigned.

Education & Experience:

• One to two years of general office administration experience (recent graduates with relevant internship or customer service experience welcome to apply)

Skills:

• Organized; detail oriented and focused
• Coachable team player who follows direction well
• Dependable and punctual, with a consistent in-office schedule
• Tech-enabled, ability to work in a digital/paperless environment
• Strong multitasker and good with time management
• Ability to see projects through to completion
• Friendly and positive with excellent interpersonal and communication skills
• Adaptable to changing needs/environments
• Self-motivated and comfortable working independently, including on quieter days in the office

Compensation & Benefits:

Salary commensurate with experience. We offer our employees a competitive benefits package, including health insurance, 401(k) plan, paid time off and paid holidays, life insurance and short-term and long-term disability insurance, among others.

Gregory is an equal opportunity employer, and will not engage in or tolerate unlawful discrimination on account of a person’s sex, age, race, color, religion, creed, sexual preference, or orientation, marital status, national origin, ancestry, citizenship, military status, veteran status, handicap or disability, or any other protected group or status.