Facilities Office Coordinator

TMB (Trusted Media Brands); Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Trusted Media Brands in Milwaukee, WI seeks an organized Office Coordinator to be the first point of contact for employees and guests. Reporting to the Facilities Manager, you will handle reception duties and provide essential administrative support across teams.

You will manage front desk, supplies, events, mail, IT liaison on equipment returns, and security badge updates, while supporting cross-functional projects in a dynamic environment.

Qualifications

• High school diploma or equivalent is required.
• Proven experience in an administrative support role or similar.
• Proficiency with Microsoft Office Suite and related software.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Discretion handling sensitive information with professionalism.

Responsibilities

• Serve as the first point of contact for all office inquiries, internally and externally.
• Front desk coverage and handling incoming calls.
• Maintain office supplies; anticipate needs and place orders.
• Coordinate office events, meetings and catering arrangements.
• Manage mail flow and coordinate shipments.
• Ensure cleanliness and organization of common areas.
• Assist with invoices, expense tracking and budgeting.
• Collaborate with other departments on cross-functional initiatives.
• Handle new hire/separations in the Milwaukee office.
• Coordinate with IT on equipment returns and access control.
• Support admin tasks such as Getty access, mastheads, and security badges.
• Maintain security system and badge processes; manage contributor mailings.

Skills

Administrative support

Customer service

Communication skills

Independence

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

About Us

TMB (Trusted Media Brands) is the world's leading community-driven entertainment company engaging more than 200 million consumers worldwide across streaming TV, social media, web and print. Our portfolio of brands including FailArmy, Family Handyman, People Are Awesome, Reader's Digest, Taste of Home, The Healthy, and The Pet Collective, is powered by content that's inspired and created by our fans. Together our community sparks curiosity, fuels laughter, and inspires people to live big, full, fantastic lives. Learn more about our brands, our data-driven marketing solutions, our award-winning licensing services, and much more at www.tmbi.com.

About The Role

We are looking for an organized and proactive Office Coordinator to join our team. Reporting to our Facilities Manager, this position will be the first point of contact for our employees and guests for office inquiries. They will handle reception duties along with collaborating with our teams for administrative support.

About You

You will bring your fun and pleasant disposition to our guests and employees. You are a quick learner and willing to use your initiative to allow you to work alone without supervision. Can demonstrate good judgment by handling sensitive information in a confidential manner. Have a customer service-oriented mindset. If you're organized, proactive, and thrive in a dynamic environment, we invite you to apply to join our team.

Office Management

Your day to day:

• Serve as the first point of contact for all office-related inquiries, both internally and externally
• Front desk coverage - Answer, and forward incoming phone calls
• Maintain office supplies inventory, anticipate needs, and place orders as necessary
• Coordinate office events, meetings, and conferences, including scheduling, setup, and catering arrangements
• Manage incoming and outgoing mail, including sorting, distributing, and processing shipments
• Ensure the cleanliness and organization of communal office areas
• Assist with invoice processing, expense tracking, and budget management
• Collaborate with other departments to support cross-functional initiatives and projects
• Manage to new hire/separations in Milwaukee office
• Work with Digital Editorial team management with customer request from RMS
• Liaison with IT on computer equipment returns
• AD Hoc administrative / Getty access, Mastheads
• Manage to new security system/badges - Castle
• Contributor mailings

Facilities Maintenance

• Conduct regular inspections of the office space to identify and address maintenance issues, safety hazards, and cleanliness concerns
• Liaise with external vendors and service providers for facility repairs, maintenance, and renovations
• Monitor and manage office equipment, including printers, copiers, and AV systems, to ensure proper functioning and maintenance
• Maintain accurate records of office layouts, equipment allocations and security access
• Update parking system for in-office employees and visitors

You Have

• High school diploma or equivalent
• Proven experience in an administrative support role or similar position
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
• Excellent verbal and written communication skills
• Ability to work independently with minimal supervision and as part of a team
• Positive attitude, professional demeanor, and strong work ethic
• Handle sensitive and confidential information with discretion and professionalism

We value our people and offer a collaborative and engaging culture. As a Trusted Media Brands employee, you will enjoy work/life balance, generous time off and comprehensive benefits and programs. Learn more about what life is like working at Trusted Media Brands at https://www.trustedmediabrands.com/careers/.

Trusted Media Brands embraces inclusivity and values our diverse community. We are committed to building a team based on qualifications, merit and business need. We are proud to be an equal opportunity employer and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.