Office Coordinator

Job Ref

Part-time, 20 hours per week

Location

Denver, CO

Date Posted

May 2024

We are the marketing localization people. We help brands and their agencies successfully execute strategic marketing and communications programs in over 200 languages across 118 countries. With our unique blend of traditional and creative language services and global digital marketing capabilities, we connect clients’ words to the right people, in the right language, on the right channels.

THE ROLE

The Office Coordinator is a highly detailed and process-oriented individual who can steer the daily operations of the office towards seamless efficiency. With a background in administration, a ‘can do’ attitude, a love of creating and following structured processes, great communication skills, and someone who enjoys supporting special projects that span across People & Culture or Business Admin. Helping the team with a wide-variety of administrative needs, they will manage office needs and help create an environment that people want to be in.

Purpose: To be the doer to keep things buttoned up and running smoothly to make lives easier for our people. 

  • Oversees and acts as the office coordinator
  • Supports event coordination, travel and planning in the office
  • HR Administration support
  • Manages HR backend systems and administration

Does this sound like you? We want to meet you!

THE OPPORTUNITY

Due to office management duties and oversight, this role requires someone to be in the office 5 times a week, 8AM-noon. 

Key responsibilities:

Office Environment & Facilities 

  • Manages all office and facilities administration for in-office and out-of-state workers (desk setups, health & safety procedures, emergency procedures, key cards/door keys, mail sorting and distribution, bank deposits, phones and voicemails coordination.etc)
  • Be the first point of contact for people entering the office and visitors. Handles all supply ordering, office organziation, and business purchasing, following our CSR guidelines and staying within budget. 
  • Liaise with the building to manage the facilities (HVAC, maintenance needs, events, reserving spaces, handles tenant requests, informing of deliveries and visitors, etc)
  • Manage all phone lists, birthday lists, anniversaries, emergency contact information, and overall health and safety information

Event Planning & Travel

  • Manages administration and is the point of contact for in-office connection and engagement activities (lunches, workshops, any setups/bookings for, client meetings).
  • Manages & executes on US & UK travel arrangements (working closely with the UK Business Admin), working within travel guidelines and budget.
  • Supports volunteer event coordination, planning quarterly company-wide volunteering events, and tracking participation & Volunteer Time Off hours. Works closely with the wider People & Culture team to ensure alignment with company wide volunteering strategy.  
  • Manages and plans company-wide annual events (Annual Kick-Off party, holiday party, summer BBQ, etc).

HR Administration

  • Administration of Wordbanker’s information – new hire employee forms and overall master data sheet.  
  • Manages administration around global recognition and rewards programs. 
  • Manages onboarding and offboarding administration (documentation, scheduling, review set-up, etc). 

Data & Systems Administration 

  • Manages admin updates on all HR systems, along with back-end data and reporting.  

This is a framework of the role responsibilities and not a comprehensive list 

EXPERIENCE & SKILLS

YOU’LL HAVE….  YOU ARE…. 
1-2 years as an office coordination or a similar administrative role  A self-confident, highly collaborative team player with a deep awareness of what needs to be done. You can create, stick to and exceed ambitious plans.
Must have solid knowledge in data management & analytics in Excel/Google Sheets (formulas, pivot tables, macros, etc) Able to assimilate details on project specifics and transform requirements into results. 
Proficient in software packages such as G-Suite and Word. Experience in ATS or performance management systems is a plus, but not required Able to figure things out on your own or adapt available resources to best work for your learning style; able to approach problems from multiple angles to find the best solution; unafraid of ambiguity and going outside your comfort zone.
Experience working with highly detail-oriented tasks Organized, an excellent communicator, team player, and able to remain agile and productive with changing priorities. 
Some experience with event planning & budgeting Time management pro, you’re able to sift through changing priorities and execute against deadlines every time.

SALARY & BENEFITS

$26.50 Hour/ 20 hours a week  

  • Part-time limited benefit offerings

HOW TO APPLY

If this sounds like you, please apply here. You will also be asked to upload your resume and cover letter. Applicants who do not provide a cover letter will not be considered. While we’ll certainly do our best, we regret that we may not be able to respond to all applicants.

WHO IS WORDBANK?

At Wordbank, we’re more than just a marketing localization agency, we’re a community committed to transparency, social impact, and professional growth. We believe in fostering an environment that values collaboration, innovation, and personal development.

Values-led & People-first: Being values-led means operating to the triple-bottom-line standards of people, planet, profit. Put simply, we do business with integrity. We care. Not because it’s company policy or because caring sells, but because we’re passionate about what we do, who we are, and the difference we can make – not just to our clients, but to our staff, our resources, and our community.

We believe that our people are our greatest asset, that our culture sets us apart from most every competitor we face, and that our commitment to what we can achieve together is unrivaled in our industry.

We’re intent on standing out (and up) for what drives us. When our values (drive, connection, excellence, care, connection, creativity) come together, that’s the Wordbank difference. Our values inform our behaviours and decision-making in all that we do, and makes us who we are, striving to do, and be, our best for each other and our clients every day.

Transparent Culture of Feedback & Accountability: We believe in openness and honesty. Our transparent culture encourages open communication, feedback, and accountability at all levels to make sure everyone’s voice is heard and valued. Everyone should have the right information and context to make decisions in the best interests of the business.

Freedom & Flexibility that works for you: We are committed to providing a culture based on freedom and responsibility and we understand the importance of work-life balance. Embracing flexibility means offering remote work options, flexible hours, and tailored schedules that allow you to excel both personally and professionally. We also like to connect and engage so we ask any local Wordbankers to come into the office a minimum of 2-3 times a week.

Commitment to business as a force for good: Beyond business success, we are committed to making a positive impact on society and the environment. Through our work and initiatives, we volunteer and contribute to causes that matter, fostering a sense of purpose in everything we do. And we don’t just talk about things, we follow through with action. Our Denver office is a certified B Corporation and our London office is Investors in People: Gold, both stringent certifications that prove we’re walking the walk on our commitment.

Mentorship and development: We prioritize your growth. Join a team that values mentorship, coaching, and invests in your professional development. We want to empower you to find your path and we will support you in getting you to the next step.

We are looking for passionate people to grow the business (and themselves) with us. We care more about how you think than what you know. We work hard. We work smart. And we have fun with each other while we’re doing it.

We are an equal opportunity employer committed to attracting, retaining, developing, and promoting the most qualified people of all backgrounds, regardless of race, colour, age, religion, gender identity, HIV status, marital status, past or recent military status, past incarceration, sexual orientation, national origin, citizenship status, ancestry or any other characteristic, including any physical (including pregnancy) or mental disability, and/or any other protected class under federal, state, or local law.

We are happy to make reasonable accommodations to the recruitment process as needed.