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Office Coordinator, Operations

Company: The Marketing Arm
Location: Irvine
Posted on: June 6, 2021

Job Description:

We believe in the power of creativity: creativity that makes people think, feel, and then act.

Creativity brimming with bravery and vision, heart and humor, imagination and truth.

We believe that brands should stand for more than what they're selling.

With culture as our playground and emotion as our craft, we help our clients

change minds, win hearts, and create memories.

We believe that good people are the key to creating great work. Our halls are filled

with passionate thinkers and makers, seasoned experts and rising stars, who unleash

each other's brilliance and celebrate every win as a team.

Together, we bring ideas from the page into the world, ideas that are so audacious, so original,

so meaningful that they couldn't come from you or me - only we.

WE ARE TMA. CREATIVITY THAT MATTERS.

Job Overview:

Are you into creating Big Ideas that change the world? Are you constantly on the lookout for "what's next"? Do you get excited about facing down challenges? Are you leadership material? If so, then you could be the person The Marketing Arm is looking for.

In this role, the Office Coordinator, Operations performs administrative and clerical duties to support the TMA Irvine office. This includes answering phones, coordinating office operations, working with office vendors and providing support for staff. This person has phone contact and in-person interaction with all levels of clients and staff.

Who You Are

You're passionate about your work and commit to whatever it takes to get the job done. You believe the team is stronger than the individual. You have an entrepreneurial spirit. You look, you learn, you envy and you become better. You're a big picture thinker who's courageous enough to pursue your passions.

Responsibilities:

  • Open, prepare and close office each day.
  • Greeting clients and vendors.
  • Ordering catering for client meetings.
  • TMA Cares Initiative representative.
  • Answer all incoming calls and refer calls to appropriate individuals as needed.
  • Track staff (in/out office).
  • Update and maintain all staff contact lists.
  • Maintain all office machines and supplies.
  • Maintain look of office.
  • Provides time & expense management support to senior team members.
  • Order all supplies and maintains inventory.
  • Schedule and prepare conference rooms and calls as needed.
  • Coordinate new staff set-up/employee moves.
  • Assist with staff functions and events.
  • Liaison between IT/Telecom and staff/Vendors/TMA
  • Complete projects as assigned.
  • Warehouse Support.

Qualifications:

  • Bachelor's Degree; some secretarial courses preferred.
  • Minimum of 2 years receptionist/office manager experience.
  • Proven ability to operate multi-line phone system.
  • Demonstrable computer experience should include Excel, Word, PowerPoint, and Outlook.
  • Ability to work in a team atmosphere.
  • Ability to establish and meet deadlines.
  • Flexibility; ability to juggle multiple tasks; strong memory, a quick mind and work style, ability to focus and work with minimal supervision.
  • Great verbal and written communication skills; able to generate high quality emails and messages to individuals at all levels of the organization; proactive and polished manner.
  • Must possess strong ownership, positive attitude and self-motivation, and have strong accountability.
  • Team and service oriented; enjoys supporting senior leaders while being part of/contributing to a broader team

TMA Perks & Benefits:

  • Continuous training, educational programs, speaker series and workshops
  • Culture events throughout the year (just virtually now!)
  • Communities to connect with:
  • TMACares (Volunteering)
  • DiscoverTMA (Furthering diversity and inclusion)
  • TMA Women's Initiative (Fostering the growth and achievements of women)
  • Wellness Group (Helping to improve the mental, physical and emotional wellbeing of employees)

  • Competitive vacation plan, sick days and personal days to prioritize your mental health
  • Summer Flex Fridays
  • Robust holiday schedule
  • Parental leave
  • Comprehensive Medical, Dental and Vision plans
  • 401K Retirement Savings Plan
  • Employee Stock Purchase Plan

Keywords: The Marketing Arm, Irvine , Office Coordinator, Operations, Other , Irvine, California

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