What can you expect in this role?
Office Operation Management
- Manage daily office operations for multiple locations, including Definity and Sonnet offices
- Conduct daily office walk-throughs to assess and address operational needs
- Coordinate with facilities for office renovations, maintenance, and repairs
- Handle building access requests, shuttle passes, and parking arrangements for all Definity employees
- Oversee mailroom operations, including distribution and shipping of mail and packages
- Manage Sonnet mail services returned mail upload process
- Coordinate with corporate services for office-related matters
- Serve as the main point of contact for corporate services inquiries
- Manage and update the Obeya Board for Continuous Improvement initiatives (adhoc)
- Coordinate office moves and reconfigurations as needed
Administrative Support and Communication
- Manage the NCE and Sonnet Admin Calendar and update meeting agenda requests
- Process access requests, create service tickets, and troubleshoot issues for entire PI department
- Assist with comprehensive onboarding and offboarding processes across departments
- Handle special requests such as flowers, gift baskets, baby car seats, and volunteer shirts
- Create and track pink slip requests, including waybill creation and mailing
- Manage Definity reservation requests for hoteling stations and meeting rooms
- Provide on-site assistance to Executive Assistants and other departments
- Support AMA/Fireside Chats/Meetings for Senior Leadership Team, including email communication, calendar invites, and room setup
- Assist with communication and coordination for office engagement initiatives and employee resource groups
Cater, Event Management and Food Services Support
- Coordinate catering for meetings, trainings, Sonnet Sprints, and holiday events
- Manage food distribution, labeling, and clean-up during Sprints
- Oversee daily food-related tasks: proper labeling, inventory management, and cleanliness
- Monitor and ensure considerate food portions during events
- Coordinate with vendors for regular food and snack deliveries
- Manage Costco snack inventory and distribution
- Assist with on-site events and employee group activities
- Track daily office attendance for leadership
- Coordinate and assist with office tours for visitors and new employees
Equipment, Supplies, and Facility Management
- Process equipment requests for new hires, replacements, accommodations, and ergonomic needs
- Manage equipment collection process for all departments at Definity location
- Maintain inventory and order office supplies, including coffee supplies, kitchenware, and specialized items
- Perform basic maintenance on office equipment such as coffee machines and lockers
- Manage Definity Plus points requests for Training team & Office Engagement Committee
- Oversee the stocking and maintenance of meeting rooms, including supplies and technology
- Coordinate with facilities for cleaning, maintenance, and repair of various office areas
- Manage the office's environmental controls, including temperature and lighting
- Oversee the maintenance and stocking of kitchen areas, including fridges, dishwashers, and coffee stations
- Coordinate recycling and waste management initiatives
What do you bring to the role?
- Degree in Business Administration, Facility Management, event planning and management or related field preferred
- 3-5 years of experience in office administration or similar role, preferably in a multi-department or multi-location setting
- Demonstrated experience in event planning and catering management
- Proven track record of implementing process improvements in administrative functions
- Experience with facilities management and vendor coordination
- Proficiency in Microsoft Office Suite, project management tools, and other relevant software
- Proficiency in office management software and tools, including Microsoft Office Suite
- Strong organizational and multitasking abilities with attention to detail
- Excellent communication and interpersonal skills
- Advanced problem-solving and decision-making capabilities
- Knowledge of office ergonomics and health and safety regulations
- Familiarity with basic accounting principles for budget tracking and expense management
- Understanding of facilities management and vendor relations
- Ability to manage confidential information with discretion
