Free People Office Coordinator Job Vacancy in URBN Outfitters, Inc. Philadelphia, PA 19112 – Latest Jobs in Philadelphia, PA 19112 – updated today
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Company Name : URBN Outfitters, Inc.
Location : Philadelphia, PA 19112
Position : Free People Office Coordinator
Job Description : Title
Free People Office Coordinator
Reports to
Business Assistant to Global CEO of UO & FP Groups
Overview
To manage and support the day-to-day operations of running the Free People home office. To support upper management with their office administration needs and all aspects of daily business. To communicate to the Free People staff all corporate and FP announcements, updates and changes. Act as a liaison and ambassador for the Free People home office team.
Responsibilities
Communication
Communicate FP and corporate announcements, updates, changes etc. to the staff
Update and distribute phone lists and anniversary dates
Type letters and other documents as needed in an accurate and timely manner
Manage Chief Creative Director calendar and meetings, and coordinate travel
New Hires/Onboarding/IT
Go to person for new hire set-ups; responsible for communicating with managers, IT, facilities and finance to coordinate new hire set-ups (equipment, necessary programs, seating, etc.) and any necessary follow-up to make sure all new hires have the necessary tools to do their job on their first day
Participate in new hire acclimation, tours, lunches, etc.
Assist FP Community Leadership and Development Manager in on-boarding projects as needed
Manage hardware and software purchasing for existing users
Supplies/Copy Rooms
Office Supplies – place and distribute weekly orders
Copiers/printers – coordinate service with IT, Facilities, and service providers. Be the “Power User” and problem solver
Copy Rooms – keep stocked and in order
Business cards – coordinate and place orders
Distribute office mail and packages
Keep mailroom organized
Send monthly mail packs to stores and showrooms
Send office mail and ups packages
Building Management
Office moves- coordinate all office moves with FP teams, facilities and IT
Kitchens – order and stock supplies, keep clean and organized
Cleaning service – manage the service and request special needs
Maintenance – coordinate any building problems and needs with facilities
Schedule labor – organize sample sale box pick-ups and office labor needs
Building clean-ups – organize & coordinate building clean-ups in partnership with Business Assistant
Meetings and Events
Coordinate and help organize and set-up company meetings and events (including quarterly all-company meetings, booking meetings, special presentations, holidays, etc.)
Assist in creating PowerPoint presentations and hand-outs
Order food for office meetings and events – pick-up lunch and food orders as necessary
Order flowers/gifts as needed
Organize and assist in URBN sample sales
Assist in URBN special events as needed
Finance/Payroll
Cash expense reports – submit bi-weekly expense reports to A/P. Manage and approve Design cash expense reports
Pcard expense reports – manage and approve monthly Design purchasing card expense reports
A/P- invoicing, etc.
Travel
Book company travel as needed
Assist with travel visas and documents as needed
Other
Be the “go-to” person for all Free People teams
Special projects as needed
Qualifications
Team player
Ability to multi-task, prioritize and manage time
Strong sense of urgency and follow-through
Assertive but diplomatic
Communicate in a clear, professional, and positive manner
Creative problem solver
Ability to quickly establish and build relationships and partnerships across teams
Attention to detail and accuracy
Very organized
Computer savvy (MS Office – proficient with Outlook Calendar, Word, Excel, Visio, Power Point, Photoshop)
Education
A Bachelor’s degree is expected
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