Facilities Office Coordinator

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

Benefits offered by this job

Work-life balance

Generous time off

Comprehensive benefits

Job summary

Trusted Media Brands seeks an organized Office Coordinator in Milwaukee to be the first point of contact for employees and guests, handling reception duties and providing administrative support. The role collaborates with Facilities, IT, and editorial teams to keep the office running smoothly.

We value initiative, discretion with confidential info, and a customer-service mindset as part of a collaborative culture offering work/life balance and comprehensive benefits.

Qualifications

• Proficiency in Microsoft Office Suite and other office software.
• Excellent verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Customer service oriented mindset.
• Strong organizational skills and attention to detail.

Responsibilities

• Serve as the first point of contact for all office inquiries.
• Front desk coverage - answer and forward incoming calls.
• Maintain office supplies inventory and place orders as needed.
• Coordinate office events, meetings and conferences, including scheduling and catering.
• Manage mail and shipments; support organization of packages and deliveries.
• Ensure cleanliness and organization of communal areas.
• Assist with invoice processing, expense tracking and budget support.
• Collaborate with other departments on cross-functional initiatives.
• Coordinate new hire/separation processes for Milwaukee office.
• Liaise with IT on equipment returns and access control.

Skills

MS Office proficiency

Reception

Administrative support

Customer service

Independent worker

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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.

Your day to day:

Office Management:

• 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.