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Office Services Coordinator

Company: Vionic Group
Location: San Rafael
Posted on: July 21, 2018

Job Description:

Office Services Coordinator


But not just any flip-flop. A sandal that revolutionized the industry, bringing biomechanical support to a quintessential summer staple. From these humble beginnings in Australia to the bustling San Francisco Bay Area, Vionic has grown from a fledgling business to a global footwear brand. We're bringing together style and science and reimagining the look of supportive footwear.

The Vionic footwear collection is available at select quality retailers across North America, including Nordstrom, Dillard's, Belk, Zappos.com, and at VionicShoes.com. Our corporate headquarters is located in San Rafael off of Highway 101, with easy highway access and plenty of free parking.

Vionic has been named a 2018 Gallup Great Workplace Award Winner, and is the only company recognized in the fashion and retail sector. Vionic is one of just 39 companies globally to receive the prestigious award, which celebrates companies that achieve exceptional performance by creating a culture of high-reaching employee engagement. Gallup has rated Vionic among the top 2% of all companies based on "Employee Engagement" exceeding the national average by 65 percentage points. We are also officially certified and recognized as a Marin/Bay Area/California Green Business.

About the Position:

The Office Service Coordinator the first line of interaction that our clients, business partners, customers and vendors have with the Vionic brand at our global headquarters. This crucial position supports the business in the areas of reception, office administration, event planning, executive support and facilities. Acting as a liaison between departments, outside vendors and our Vionic team members, this position balances a variety of tasks with a high level of customer service delivering cross-functional support with an enthusiastic attitude and poise.

Essential Responsibilities:

  • Present the Vionic brand at all times in a professional, welcoming manner ensuring each person is regarded with a high level of service.
  • Craft corporate intracompany communications including emails, meeting invitations and announcements for company functions and initiatives.
  • Maintain the lobby area, common areas, and meeting rooms keeping it fresh in appearance and functionality and ready to be utilized.
  • Work closely with the People & Culture Team to plan and execute in-house company social events, researching and placing orders with vendors, providing timely and accurate communications, scheduling and staying within budget. Manage and facilitate the production aspect of the events from the start to finish.
  • Provide support to the members of the Executive Team with expenses, PowerPoint presentations, spreadsheets, travel, and formal communication.
  • Manage safety program by maintaining compliance as well as keeping the safety team staffed. Hold regular safety meetings, create an IIPP (Injury, Illness Prevention Program), develop an appreciation program for our volunteers.
  • Develop & implement efficient cleaning, organization and inventory systems for the kitchens, conference rooms, common areas, office supplies and copiers; re-order items as necessary.
  • Manage conference room calendars and facilitate room set-up; ability to diplomatically resolve calendar conflicts.
  • Represent the People and Culture department within the company by managing the areas of facility services, coordinating office moves, setting up work station setups, keeping the office area free of clutter and trash, etc.
  • Assist and follow up on facilities management inquiries.
  • Pickup or deliver printing jobs or special packages throughout office and event supplies.
  • Other duties as requested.

    Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability generally required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    • Associate's degree (A. A.) or equivalent from two-year college or technical school; or three to five years related experience and/or training; or equivalent combination of education and experience.
    • Able to work an 8:30am-5pm schedule.
    • At least 3 years experience working in an office setting, within an Office Management, Administrative Support, Facilities Management, Project Management or similar roles preferred.
    • Previous supervisory experience, preferred.
    • Experience managing facilities, preferred.
    • Must be a proven and dynamic self-starter with excitement for taking on new projects and whose inquisitive nature seeks innovative solutions.
    • Ability to multi-task and maintain productivity despite change in priorities or regular interruption, thriving in a constantly evolving work environment.
    • Strong verbal and written English skills, providing top-notch customer service to our corporate guests, customers, and clients via in person interactions, over the phone and through email.
    • Requires a high level of proficiency in MS Office Suite (Excel, Outlook, PowerPoint and Word) and applicable database systems, with the agility to learn new systems with ease.
    • Ability to maintain a positive and pleasant attitude with customers, colleagues, vendors, and others at all times.
    • Positive, flexible team player who works as well with others, as they do working as the sole contributor to a project.
    • Proven aptitude in solving problems efficiently, quickly and with empathy.
    • Comfortable working with light power tools and not afraid to roll up their sleeves from time to time.
    • Must have a reliable car, valid driver's license, clean driving record, and required auto insurance.

      All About the Benefits:

      With over 150 employees worldwide, Vionic offers a number of programs to support employees both within and outside the workplace. Instilling wellness as a company priority, Vionic covers 100% of the cost of each full-time employee's premium, provides 100% paid LTD, AD&D and Life, sponsors quarterly wellness events, and a fitness reimbursement program. Vionic also offers a generous amount of PTO, shared premiums for dental and vision, and a 401K retirement plan with employer match. Employee perks include fresh organic snacks and juices, free shoes each season, company-wide subsidized meals and celebrations abound, including Australia Day! And of course, you will receive a seriously deep discount on our products, because you will want more!

      Keywords: Vionic Group, Oakland, Office Services Coordinator, Administration, Clerical, San Rafael, California

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