Operations/Cultural Coordinator- WC

Operations

Positions
1
Location
WC-Office

JOB TITLE:                      Operations/Cultural Coordinator

 

SUPERVISION RECEIVED:         Director of OPERATIONS

 EXEMPTION STATUS:                 Non-EXEMPT

 JOB SUMMARY: The Operations/Cultural Coordinator is responsible for the overall employee experience.  The Operations/Cultural Coordinator leads our internal and external culture programs.  This position is the main contact for all of our new employee onboarding.  The Operations/Cultural Coordinator is also responsible for maintaining the overall office space, office supplies and equipment and providing various employee services. The Operations/Cultural Coordinator also acts as the primary back up for the receptionist.

 Culture Coordinator

  • Lead internal teams (Fun Day Task Force & culture activities, company picnic, birthdays, giving back) to implement various programs, projects, volunteering and events
  • Research and develop possible programs and special projects to present to management and InVision team members
  • Create, manage and update culture related communications. Track monthly events and budget. 

 Employee Onboarding

  • Onboarding coordinator- scheduling point of contact
  • Deliver and maintain New Employee Onboarding program elements
  • Collaborate with Onboarding team to evaluate and refine processes
  • Manage the New Hire checklist and ensure completion

 Operations Coordinator

  • Main point of contact for collaboration with other office and locations
  • Manage internal company marketing material and supplies
  • Main point of contact for our office supply vendors, constantly maintaining our supplies and evaluating our discounts
  • Collaborate with Safety Team and participate in the annual company safety training and initiatives
  • Introduce employees to various Engagement Programs i.e. Yammer/Kudos, etc.
  • Facilitate relationships with external organizations for Give Back opportunities
  • Collaborate with Marketing to include give-back content for inclusion in external communications, social media posts & Website
  • Archive internal event media photos and event summary for incorporation into annual Give Back communication
  • Create storage system of all completed internal events and event summary for easy accessibility
  • Update internal content for all office TV’s with Dopublicity software monthly
  • Assist with projects for annual offsite, when needed

 Facility Maintenance

  • Ensure that all conference rooms and overall office space are maintained
  • Ensure the upkeep of the all workspaces and all necessary maintenance 
  • Oversee and support company Green Program
  • Ensure that kitchens and appliances are cleaned and maintained on a regular basis
  • Responsible for all meetings set up, break down and additional needs
  • Maintain inventory and organize supply closets and storage area in building and garage area
  • Maintain inventory of all office and building keys

 Office Equipment and Supplies

  • Order and maintain all office and kitchen supplies and equipment
  • Replenish kitchen items on a regular basis
  • Point of contact for all office equipment, including copier, postage machine, shred bins, coffee machine, etc.
  • Maintain instructions for accessing and utilizing materials during absences

 Employee Services

  • Set up new employee workspace and ensure that employees have appropriate supplies upon arrival
  • Facilitate all employee moves
  • Assist and troubleshoot conference call systems

 Human Resources and Training

  • Lead IVLeague and support scheduling, class development and contact for BVAC
  • Assist Human Resources Department on a regular basis with administrative support

 Office Responsibilities

  • Primary back up for the Receptionist
  • Complete timesheet and AMEX reports before scheduled deadlines
  • support to employees
  • Special tasks and projects as assigned by Director of Operations & Director of Human Resources

 Skills, Knowledge & Abilities

  • Strategic and tactical planning skills
  • Program management
  • Budgeting and financial management
  • Creative and innovative
  • Exceptional organizational skills and attention to detail
  • Creative problem-solving skills
  • Strong written and verbal communication skills
  • Individual and team leadership
  • Ability to work well under pressure in a fast paced, dynamic environment
  • Ability to multitask and prioritize effectively
  • Ability to work independently as well as part of a team
  • Valid California Driver’s License
  • Passion for providing excellent service and quality

 HOURS:  The normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week).

 PHYSICAL REQUIREMENTS:  Ability to perform job duties that may include an average amount of lifting (20 or +lbs.), sitting, bending, stooping and standing is required.

 TRAVEL REQUIREMENTS:  Minimal travel is associated with this position. Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines.

 EDUCATION/EXPERIENCE:  A minimum of two year’s office/receptionist experience is desired. Experience in Marketing, events, and philanthropic experience desired.