Office Services Coordinator

WHY WORK FOR VALENTINO
A career in Maison Valentino is your chance to grow in a reality where business and creativity meet and thrive in an inclusive, and open-minded community.

WHAT WE BELIEVE IN
Maison Valentino believes in a colleague-centric approach, where our contribution and behaviors as individuals are the secret of our success as a community. Each Valentino colleague is crucial to guarantee that every need in Valentino is met with mastery, creativity, uniqueness, and care.

This role is based in our NYC office and required to be onsite Monday – Friday 8:30am to 5:30pm. 

 

Overview:

The Office Services Coordinator is integral to our employee experience and engagement and will elevate the office experience matching that of our Maison. They will help to ensure a professional, welcoming, and functional corporate office for Valentino Americas, while leading with a client service mindset and a passion for creative solutions.

 

This individual will work collaboratively with key corporate partners to ensure seamless communication and information flow to local leadership and key Valentino stakeholders, positively influence and improve our office culture by identifying opportunities for work experience efficiencies and amenities as well as partnering on office-based lifestyle events and gatherings relevant to Valentino America’s business and interests.

 

Key Responsibilities:

 

• Office Services Operations:
  • Lead and manage all day-to-day operational activities for the NYC corporate office facilities
    • Update and maintain building IDs
    • Provide general support for visitors and messengers in partnership with Reception
    • Conference room set up, break down and ensuring overall cleanliness
    • Move/build minor office furniture and fixtures as needed and able
  • Primary contact for employee questions regarding office management issues
    • Assist with troubleshooting office equipment issues
    • Support teams with various office logistics requests
  • Primary contact for landlord/ building management and all vendor relations
  • Partner with Facilities Manager and the building on all security and emergency management topics including but not limited to Fire Safety drills, emergency response procedures, inclement weather protocols
  • Propose opportunities to evolve office services in regard to vendors, technology and tools, and employee experience
• Office Services Budget & Inventory Planning Management:
  • Lead monthly budget review meetings with HR Director and Store Planning Director
    • Identify opportunities for savings to support spending for other needs
  • Lead the procurement, tracking and maintaining levels of all office, cleaning, mail & kitchen supplies
    • Identify opportunities for savings
    • Identify budgetary needs and present proposal with supporting evidence
    • Identify opportunities to improve ordering and inventory
• Mailroom Management, Mail, Courier, Messenger Maintenance & Cabine Support:
  • Keep mailroom organized for employee use ease & efficiency and ensuring all space within the mailroom is neat and clean
  • Keep an accurate inventory of all supplies to determine needs, stock replenishment, opportunities and cost control
  • Manage all incoming and outgoing packages and mail for the corporate office inclusive of messenger deliveries
  • Manage accurate documentation for all shipping and receiving, ensuring all protocols are followed
  • Provide support and partner with the Sample Management with all incoming and outgoing shipments, messengers and samples.
• Culture & Community Events:
  • Manage events full life-cycle while ensuring a positive employee experience
  • Plan & execute calendar of events and celebration moments that enhance Valentino culture in partnership with HR & CEO EA.
    • Identify and define, research and propose
    • Identify events: holidays, social movements, lifestyle activities and business initiatives
• Onboarding Experience for New Hires:
  • Partner with HR, hiring manager and IT to identify new hire needs
  • Ensure new-hire workspace has all equipment, supplies and office-related documents
  • Welcome new-hire, building tour and overview of building FAQs and policies
• Off-boarding Experience for Departures:
  • Partnering with HR, Employees’ manager and IT to identify departure needs
  • Ensure workspace equipment, supplies and office-related documents are restored/returned.  Provide a return box and FedEx label when needed
  • Ensure various access is canceled

 

Requirements: 

• 1-2 years of office services/administrative experience preferred
• Superb verbal and written communication skills
• Proactive, punctual, and reliable
• Proactive planning, strong follow-through and follow-up
• Strong organizational skills
• Dynamic, highly personable, and culturally sensitive
• Passion for identifying and executing culture and lifestyle events
• Able to effectively and efficiently support multiple teams within the company
• Resourceful and solution-oriented; Expert in creative problem solving
• Project management expertise (project timeline, budget, communication, etc)
• Ability to read, understand and propose revisions for contracts and agreements
• Superb budget maintenance, management and optimization skills
• Ability to build and maintain strategic partnership across all levels and functions of the organization
• Highly Proficient with Microsoft Office: Excel, Word and PowerPoint

 

Budgeted hourly rate: $25 - $28 (based on experience)

 

How We Are

The Valentino ecosystem is home to a wide and extraordinary pool of talents, each colleague contributing with their unique attributes, nurturing a culture of inclusivity and equality. Inspiring sense of belonging, passion and engaging colleagues are the bases of our inclusive and multifaceted world.