Office Coordinator - Thinkingbox
2 days ago
Los Angeles
Job DescriptionWho We Are Hi! We’re Thinkingbox, the brief to built agency. Creating innovative digital, experiential, social, and content, we partner with leading brands across industries like sports, gaming, entertainment, and technology. We believe the hands that carefully craft the work should belong to the minds that dreamed it. So while others pass the buck, we’re already building. Because our thinkers are also the makers. Culture is at the heart of who we are, and our offices are hubs of natural collaboration. From hanging out with our office dogs to enjoying Thursday happy hours, we keep our work environment vibrant, welcoming, and fun. Each year, we also encourage our people to spend a month exploring the world, whether that means working from another office or even from the beaches of Mexico, to expand their perspectives and bring fresh inspiration back to the team. The Opportunity As the Office Coordinator, you’ll be the first friendly face people see when they walk into our LA office. You’ll play a central role in creating a positive and engaging workplace culture while ensuring the day-to-day operations of the office are organized, efficient, and seamless. This is a hands-on role where no two days are the same: from greeting guests and keeping the space tidy, to planning events and supporting our admin and finance teams. You’ll have the chance to get creative, connect with team members, and take ownership of projects that keep our community thriving.What You’ll Be Doing • Reception & Front of House, • Be the welcoming face of the office: greet guests, answer phones, buzz in visitors, and manage deliveries., • Proactively maintain a clean, high-end, and welcoming space for staff and visitors., • Office Management, • Liaise with building management for office upkeep, maintenance issues, and emergencies., • Maintain daily inventory of kitchen, office, and bathroom supplies; replenish and refresh as needed., • Order supplies and food for the office, both for regular use and for special events., • Take ownership of planning and executing a full office reorganization, including optimizing storage, decluttering, and improving overall workspace efficiency., • Ensure regular upkeep of office appliances, including:, • Cleaning out the fridge and disposing of expired items., • Adding dishwashing rinse and maintaining dishwasher functionality., • Descaling and cleaning the coffee machine., • Replacing and maintaining water filters (e.g., Brita)., • Track schedules and completion of these tasks to ensure a clean, fully functional office environment., • Culture & Events, • Plan and execute celebrations like birthdays, work anniversaries, and new hire welcomes., • Coordinate company-wide events and community partnerships with schools, nonprofits, and industry groups., • Host panels and external events in the office, ensuring a polished and engaging experience., • Onboarding & Employee Support, • Give tours to new hires and introduce them to the office., • Work with IT and Talent Acquisition to ensure computers, FOBs, and access are ready., • Partner with other admin team members, including the Executive Assistant to the CEO and the Finance team, to support day-to-day business operations., • Travel Coordination, • Assist with travel bookings for staff traveling on projects., • Use platforms such as Egencia and Airbnb to manage accommodations and itineraries., • Problem-solve and multitask a variety of complex travel requests., • Budget & Administration, • Manage a monthly office budget, ensuring all expenses are tracked and aligned., • Provide general administrative support to ensure the office runs smoothly.Who You Are, • Highly organized, detail-oriented, and proactive, with a strong sense of cleanliness and presentation., • Creative and entrepreneurial, bringing fresh ideas to culture, events, and office improvements., • A people person who enjoys connecting with others and making them feel welcome., • Comfortable working in a fast-paced, creative environment where priorities can shift quickly., • Skilled at problem-solving and multitasking across a range of responsibilities., • Resourceful, hands-on, and happy to roll up your sleeves to get things done.What You'll Bring, • Previous experience in office coordination, administration, hospitality, or facilities management., • Strong communication and interpersonal skills., • Comfort with tools like Google Workspace, Slack, Egencia, Airbnb, and other booking or office management platforms., • A positive, solutions-oriented mindset.Additional Info, • On-site Mondays to Fridays, • Flexible time off, including paid vacation and sick days, • Consistent culture and team-building events, • Employee recognition and incentive programs, • Seasonal celebrations and gatherings throughout the year, • Office lunches, • Branded company swag, • Access to industry events, learning opportunities, and non-profit outreaches, • Dog-friendly offices, • Unlimited coffee, drinks, and snacks, • Flex work and travel options, • Comprehensive extended health benefits