Coordinator, Office Services

Job Description

Job Summary 

Reporting directly to the Manager, Space Planning & Office Services, this role is responsible for supporting the day-to-day operations of the office. The Facilities Assistant provides prompt and reliable responses to employee requests through email and service tickets while assisting with office moves, general office upkeep, and a variety of other facilities-related responsibilities. On any given day, the individual may support the mailroom, cleaning team, maintenance activities, or other operational needs throughout the office. Flexibility is important, as occasional early starts or late finishes may be required. 

Main Duties and Responsibilities 

• 25% – Mailroom Operations & Coverage 
  Provide coverage for mailroom functions, including mail distribution, package processing, and assisting with daily mail services. 

• 20% – Event Support & Furniture Relocations 
  Support the Events team with room setups, furniture relocations, office reconfigurations, and event logistics. This includes frequent physical moves and last-minute adjustments to accommodate meetings and company events. 

• 15% – Employee Requests & Service Tickets 
  Respond to employee requests and service tickets in a timely manner, ensuring workplace issues are addressed efficiently. 

• 10% – Employee Moves & Packing Assistance 
  Assist with employee relocations, including packing, moving office contents, workstation setup, and coordination of move-related activities. 

• 10% – Freight & Storage Room Maintenance 
  Assist in maintaining freight areas and storage rooms, ensuring they remain organized, clean, and operational. 

• 5% – Printer & Copy Room Support 
  Maintain paper inventory and supplies for printers and copy rooms throughout the office. 

• 5% – Meeting Room Maintenance 
  Inspect and maintain meeting rooms to ensure they are clean, organized, and ready for use. 

• 5% – Coffee Station Maintenance 
  Monitor and maintain office coffee machines and related supplies to support employee needs. 

• 5% – Other Duties as Assigned 
  Provide additional facilities and office services support as required to meet departmental and organizational needs. 

Supervisory Responsibilities 

This person does not have any supervisory responsibilities. 

Knowledge and Skills Required 

The candidate should have a high school diploma or its equivalent and 3 years of employee services and/or mail room related skills and experience. Exceptional communication within, between and among facilities / employees services groups is very important. The ability to communicate to the employees he/she will be servicing is a must. 

Certificates, Licenses and Registrations 

There are no requirements for certificates, licenses and registrations. 

Physical Activity and Work Environment 

This role is a physical job, with lifting and also requires the person to be able to constantly move about the space as well as walk long distances each day. 

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer. 

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Horizon Media is proud to be an equal opportunity workplace.  We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

Salary Range

A successful applicant’s actual base salary may vary based on factors such as individual’s skill sets, experience, training, education,  licensure/certifications, and qualifications for the role.  As an organization, we take an aptitude and competency-based hiring approach.  We provide a competitive total rewards package including a discretionary bonus and a variety of benefits including health insurance coverage, life and disability insurance, retirement savings plans, company paid holidays and unlimited paid time off (PTO), mental health and wellness resources, pet insurance, childcare resources, identity theft insurance, fertility assistance programs, and fitness reimbursement.