Office Coordinator

Kobalt; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Kobalt Music in Nashville is seeking an Office Coordinator to serve as receptionist and facilities lead onsite five days a week. Reporting to the General Manager and Senior VP of Creative, the role requires superb organization, client-ready communication, and the ability to juggle multiple priorities with discretion.

You will greet visitors, manage phones, maintain kitchens and common areas, coordinate desk bookings in Envoy, handle supplies and vendor invoices, and support staff events.

Qualifications

• Experience in Facilities and/or Office Management
• Strong communication skills, both written and verbal
• Organized, detail-oriented and able to multitask in a fast-paced environment
• Ability to lift up to 25 lbs and move items as needed
• Proficient with Google GSuite

Responsibilities

• Greet visitors and answer phones, manage front-desk duties
• Maintain kitchen, common areas, and stock pantry daily
• Coordinate office attendance and desk bookings in Envoy
• Order office supplies and manage inventory
• Assist with coordinating staff events and meetings
• Process invoices/POs for facilities work
• Liaise with vendors and handle maintenance requests
• Assist movers and setup for staff moves

Skills

Communication

Customer Service

Proactive

Attention to detail

Multitasking

GSuite proficiency

Facilities/Office Management

Tools

Google Workspace

Job description

The Role

Kobalt Music is hiring a service driven and committed Office Coordinator to act as our receptionist, as well as overall facilities point-person onsite in the Nashville office 5 days a week. Reporting into the General Manager and Senior Vice President of Creative, an ideal candidate has a track record of juggling multiple priorities while maintaining great communication and professionalism with all levels and areas of an organization. This is a great opportunity for someone highly organized with experience of working in similar fast-paced roles and is passionate about transforming the industry, providing an alternative to the traditional music industry model.

What You’ll Do

• You provide receptionist coverage including greeting visitors, answer phones, generate internal/external correspondence etc.
• Your general office maintenance include;
  • making sure the kitchen is clean, orderly and properly stocked at all times
  • wiping down counters and tables in common areas, kitchen and conference rooms
  • starting dishwasher(s) at the end of each day/emptying dishwasher(s) every morning
  • keep main areas organized as well as ensure office snacks, beverages and pantry are restocked on a daily basis
  • welcoming guests and writers to the Kobalt office, ensuring they have a good first impression of our company
  • Parking access and acting as a liaison with parking vendors

• You assist in ordering office supplies, and managing inventory
• You ensure that all new employees are set up with required credentials, key card access, office space, equipment and supplies.
• You help coordinate office attendance with employees and ensure desks are booked in Envoy
• You assist with the planning and execution of Staff Office Events, including set-up and breakdown (i.e. artist performances, staff socials, lunches, company all hands meetings)
• You coordinate various meetings, conference calls and schedules, along with monitoring artist calendars
• You raise invoices/POs for all building/facilities-related work/vendors.
• You participate in the planning and execution of various personnel moves in and around building and offsite locations as needed
• You assist in unpacking boxes and delivering items/mail to the appropriate person
• You interact with both employees and building facilities representatives in the coordination of addressing issues, maintenance requests and corrective measures as well as help with any general handy work from hanging artwork/pictures, moving furniture, unloading/lifting heavy boxes to putting small furniture items together, fixing broken desks and office chairs, and changing light bulbs

What You’ll Bring

• You have proven experience working in a similar position in Facilities and/or Office Management (experience of working with contractors/external vendors is a plus!)
• You are service oriented with outstanding written and verbal communication skills as well as solid people and customer service skills.
• You are a proactive self-starter with strong attention to detail who identifies and improves the workings of the company in addition to responding to specific requests.
• You have excellent follow-through and problem-solving skills who enjoys multitasking.
• You must be able to lift and move light objects (up to approx. 25lbs in weight) as well as able to walk, sit and stand for longer periods of time.
• You are computer proficient with good working knowledge of Google GSuite.

Interview Process

• Recruiter Call
• Hiring Manager Interview
• Onsite Team Interview

Why Choose Us

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders. We’re proud to work with some of the world’s most influential talents including Phoebe Bridgers, Sam Fender, Paul McCartney, Foo Fighters, Karol G, Young Thug, Kali Uchis, and Andrew Watt as well as acclaimed writers like Simon Aldred (Rag’n’Bone Man, Liam Gallagher, Celeste) and Clarence Coffee Jr. (Dua Lipa, Lizzo, The Snuts).

We’re a company that thrives on creativity, collaboration, and progress. Our values: Music First, Transparent, Tech Powered, and Transformative. Shape how we work, build, and grow together. We are a community of people who care deeply about making a meaningful impact in music and technology.

Kobalt is an equal opportunity employer. We believe in equitable access to opportunities and are committed to building a diverse, inclusive, and supportive workplace. We welcome applications from people of all backgrounds and identities. If you need any adjustments during the hiring process, please let us know we’re happy to help.

If this sounds like you, then please share your story by filling out the application below. To get you in the right mood, have a listen here to songs by our talented creators, especially curated to get you in the right mood when looking for the next challenge!