HR & Office Coordinator

Job description

Office Support

- Maintain pre-approved working schedule (8:30 am clock-in, 5:30 pm clock-out, 1:00 pm – 2:00 pm meal break for phone coverage)

- Answer telephones, transfer calls accordingly

- Register guests with building security

- Sign and distribute incoming packages and postal mail

- Ship out packages using FedEx system & international platforms

- Provide hospitality for guests upon arrival (i.e. hanging coat, beverage service, escorting to room)

- Act as ambassador for “ways of working” within the office team by leadership skills and reminders

- Maintain conference rooms and showroom daily, including bookings, table tops are cleared and presentable

- Maintain pantry standards daily, ensuring the dishwasher is loaded nightly and unloaded each morning

- Coordinate showroom appointments and ensure hospitality standards met (i.e. proactively ordering lunch)

- Ensure maintenance and repairs of space; manage the building cleaning crew to a higher level

- Order office supplies based on pre-approved, consistent standards on monthly basis

- Continuously update Outlook calendars to push other’s to adhere to “ways of working”

- Book accommodations for international visitors through Concur (i.e. Tailors)

Human Resources

- Work closely with HR Manager; maintain confidentiality

- Manage office events or group activities (i.e. town halls, training or annual store manager’s meeting)

- Support in monthly onboarding session for new hires (i.e. catering, set-up, logistics)

- Support in exiting of separations as it pertains to MIS equipment collection and exit interview scheduling

- Support in Talent Review process, annually and mid-year

- Support in recruiting as it pertains to job posting and screenings

- Maintain and own distribution groups for Corporate and Retail Management team

- Attend monthly town hall as keeper and owner of minutes and next steps

Expenses

- Own, manage and track costs to remain in line with budgets for Cost Center

- Maintain Excel file of costs to ensure budget is efficiently managed

Partner with Finance on potential re-charge costs

Desired profile

Qualifications :

- Previous administrative work experience; preferably within the fashion industry

- Exemplary verbal and written communication skills

- Ability to communicate effectively to all levels of the organization

- Detail and solution oriented, with an eye for quality

- Self-motivated with a strong sense of personal accountability

- Highly organized with strong follow up skills

Proficient computer skills including Microsoft Office and Outlook