Office Coordinator

Location: Atlanta, GA

Department: Operations

Type: Full Time

Min. Experience: Entry Level

Matchstic is the brand identity house of the South. We believe that identity is essential, and to stand out in your space, you have to know who you are. Our work does just that—helping brands uncover and express what makes them unique and how they can drive culture forward.

Job Description: 

We are looking for an energetic, exceptional person to join our team as Office Coordinator. If you have office / administrative experience, outstanding attention to detail, take pride in your abilities to multi-task, and can provide excellent customer service to our valuable clients, you could become a member of our team. Working under the direct supervision of the Operations Manager, this position provides all necessary organizational support within the office. Duties include bookkeeping, general clerical, receptionist and project based work. 

Duties and Responsibilities:

Office Coordinating and Administrative Duties:

  • Supply ordering and inventory upkeep, office maintenance, security maintenance and communication, maintain the network with our providers (Phone lines, Internet, Server). 
  • Greet and direct office visitors, organize and assist with client meetings, scheduling meetings and appointments within the office
  • Address employee inquiries regarding office management issues (e.g. stationery, hardware, travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Partner with HR to update and maintain office policies as necessary
  • Plan in-house or off-site activities, celebrations, lunch and learns, culture building activities, holiday parties, company retreats, etc. 
  • Light bookkeeping tasks as assigned: bank deposits, vendor payments, tracking and coding of company expenses and leadership expenditures
  • Communicate with current and potential renters - reviewing policies, costs, space layout, helping to close out and book events for Matchstic
  • Coordinate logistics for rental events
  • Issuing invoices and collecting payments in a timely manner

CreativeMornings Duties:

  • Coordinating Food/Coffee vendors — Contacting, Ordering, Confirming, Paying invoices, Invoicing Sponsors
  • Venue Coordinator — Coordinate logistics and needs with our venue partners. Work through details with the venue contact to make sure everything is accounted for (tables for food/coffee setup, check-in, etc). Also, including seating, parking, scheduling and audio/video needs.
  • Video/ Photography Coordinator — Coordinate with partners each month, secure partnerships, gather logos & sponsorship shout out info, deliver and discuss video/ photo guide.
  • Volunteer Coordinator — Coordinate with our volunteers for chapter needs, venue setup, event prep (like decor), and day of tasks (greeting, parking, check-in, etc.),
  • Email communications for volunteers, build relationships with volunteers
  • Speaker Coordinator — Once recruited, take over the logistics,coordinate with speaker, remind them of details, day of contact for questions, confirm they know when & where for the event.
  • New Vendor / Venue Research: Reach out and connect with new venues / vendors for future events.

Ideal candidate will have a background in office administration and be a “self-starter” with the ability to work independently and problem-solve.

Intermediate skill level required in the use of software programs: MS Word, Excel -Workamajig experience not required but a definite plus. 
Experience in office coordination and administration 
Effective communication skills and ability to multi-task
Excellent organization skills 
Must be detail-oriented and work well under pressure

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