Office Coordinator (Administration & Facilities)
Business Unit:Global Sourcing & Corporate Services
The Facilities & Office Coordinator will be an integral member of the N.A. Real Estate & Facilities department, working as part of the team to support all administrative and operational aspects of the Russell Investments Conference Center and Seattle office at large.
Reporting to the Assistant Facilities Manager in our Seattle Office, this role will be a driving force behind providing the highest level of client service and satisfaction, to Russell Investments’ external guests and clients, as well as to internal associate stakeholders. This is a hands-on, full-time role, where you'll tackle a variety of tasks, whether big or small.
Base Salary Range: $50,000- $60,000
Specific compensation will be based on candidate’s experience, skills, qualifications, commercial considerations, and other job-related factors permitted by law. At Russell Investments, salary is just one part of our compensation package. Our total rewards approach includes an annual performance bonus (subject to eligibility criteria) in addition to participation in our competitive benefits programs including healthcare, retirement, vacation, and wellbeing programs.
Your Core Responsibilities:
Provide daily, hands-on support in Russell Investments’ downtown Seattle office. Tasks will include taking charge of and streamlining all guest and client services, including room arrangements, temperature checks, liaising with caterers and vendors, and setting up catering services, ensuring a tidy and organized workspace, among other tasks.
- Skillfully oversee facility resources to keep our systems and spaces running smoothly, always ready to identify and promptly address any necessary actions to uphold facility standards.
- In collaboration with other Facilities Coordinators, maintain the catering kitchen, coffee bar, wet bar, and other communal spaces, ensuring they are clean, and well-stocked, and all equipment is in good working order.
- Delegate maintenance and repair work to appropriate contractors, vendors, and landlords, cost-effectively coordinating their efforts and ensuring quality work, while prioritizing safety.
- Keep a close eye on the Facilities mailbox and ticketing queue to promptly respond to associate requests for client meetings and preparations. Monitor work order volumes and turnaround times, alerting the Assistant Facilities Manager to any potential concerns.
- Secure written landlord approval for necessary improvements, maintenance, and repairs, in accordance with lease terms, and maintain thorough documentation.
- Contribute to the development, implementation, and upkeep of department documents and systems, such as policies, procedures, forms, templates, reports, and shared storage.
- Assist in the administration of our EH&S safety program, encompassing fire drill coordination, floor warden training, AED management, and oversight of first aid kits.
- Tackle ad-hoc facilities responsibilities and take on special projects as necessary.
- Be flexible with your schedule, adapting to project demands or meeting schedules. This may involve starting as early as 6:30 am or staying late after the last meeting to facilitate breakdowns, approximately 3-5 times per month.
Reception & Conference Center Coordination
- Serve as our welcoming face during expected meeting times or while taking care of administrative tasks. This role will be responsible for overseeing the front desk, fielding phone inquiries, and warmly greeting guests with a professional demeanor.
- Prepare hospitality amenities like coffee, tea, water, and snacks for meeting rooms as requested. Additionally, keep the reception kitchenette clean, organized, well-stocked, and in optimal working condition.
- Arrange conference rooms for meetings or special events as required, which may involve the ability to move and lift up to 50 pounds.
- Play a key role in managing our transportation program by assigning ORCA cards, parking arrangements, and more.
- Tackle impromptu office and administrative tasks while also contributing to special projects as directed.
Your Experience, Skills & Qualifications:
- Possess a solid background with 2-3 years in event management, facility operations, or a related field, indicating your familiarity with the demands of the role.
- Ideally hold a bachelor's degree in hospitality or facilities management, or a closely related field, underlining your academic preparation for the role.
- Display your commitment to delivering memorable client experiences through your strong attention to detail and dedication by working full-time, on-site in downtown Seattle, ensuring the success of events and operations weekly.
- Showcase proficiency and troubleshooting capabilities for essential software, particularly the Microsoft Office Suite, encompassing Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and Zoom.
- Highlight your competence with audiovisual equipment and communication systems, as these are integral to the role.
- Showcase your flexibility, illustrating your capacity to work independently and collaboratively with diverse teams in various locations and exhibit the ability to remain calm and professional in challenging situations and emergencies.
- Be an excellent communicator with strong problem-solving and multitasking abilities, all of which are vital for the position.
- Apply critical thinking skills to navigate processes from start to finish, ensuring tasks are executed appropriately and within necessary timeframes.
- Be open to supervision, feedback, and coaching, all while embracing a systems and team-thinking approach to problem-solving.
- As a bonus, indicate any understanding or experience you have in the financial services industry, as this can be an asset in the role.
Equal Employment Opportunity
Russell Investments is committed to providing equal employment opportunities for all associates and employment applicants regardless of race, religion, ancestry, creed, color, gender (including gender identity which refers to a person's actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with a person's biological sex), age, national origin, citizenship status, disability, medical condition, military status, veteran status, marital status, sexual orientation, past or present unemployment status , or any other characteristic protected by law.