Office Coordinator

HBG Design is seeking an Office Coordinator in our San Diego office. The primary responsibilities of this position include maintaining facility operations, providing administrative support to staff, and working alongside office leaders to uphold workflows for the company so that team members can more effectively carry out their duties on projects and for the business.

The Compensation:

$52,000 - $64,000 per year

Individual compensation packages are based on various factors unique to each candidate, including but not limited to skill set, regional cost of living, and qualifications.

Position Responsibilities:

• Maintain day-to-day operations for an office of approximately 25-40 employees with oversight from the Location Leader and Satellite Office Manager.
• Help ensure consistent communication and seamless workflows between offices and teams.
• Continually look for process improvements and challenges beyond day-to-day assignments.
• Perform front desk and reception duties. Including greeting visitors, answering phones, and managing incoming correspondence. Act as the primary point of contact for employees, guests/vendors, and building personnel.
• Manage inventory, purchases, and requests for office supplies.
• Act as the primary point of contact for property management.
• Coordinate and schedule vendor visits, happy hours, and lunch and learn presentations for Interior Design and Architecture staff.
• Coordinate logistics for company events, initiatives, and presentations.
• Complete expense sheets in accounting software for reconciliation of project and/or firm financials and employee reimbursements.
• Coordinate travel arrangements for project teams and business operations.
• Schedule meetings and coordinate all logistics required.
• Proactively help manage, track, and forecast Location Leader calendar activities and availability.
• Thoughtfully handle confidential and sensitive information pertaining to employees, projects, and business initiatives.

Qualifications:

• Bachelor’s Degree required.
• 3 years’ minimum experience in a corporate setting providing administrative support to multiple staff members, preferably in the design industry and at a company with remote offices and teams.
• Ability to effectively manage daily operations for an office.
• Understand how to align company strategies and workflows with a satellite office and team.
• Strong communication skills, both written and verbal; trustworthy regarding confidential information.
• Highly organized, detail oriented, and knows how to prioritize tasks and assignments.
• Has passion for providing “best in class” customer service and creating value in the role of supporting others to accomplish goals and achieve success.
• Experience with Outlook, Office Suite – Calendar, Word, and Excel.

Learn More at HBG.DESIGN

We are a Top 5 hospitality and entertainment design firm with three offices in the U.S. We highly value the passionate professionals who are at the heart of every experience we create. Over HBG’s 45 years in the industry, our 100 professionals in architecture, interior design and project delivery have built an impressive client portfolio that includes Hyatt Hotels, Hilton Hotels, Las Vegas Sands, Atlantis, Rock & Brews, Caesars Entertainment, Hard Rock International, Elvis Presley Enterprises, Oaklawn Racing Casino Resort, Four Winds Casinos, and WinStar World Casino and Resort. HBG Design has been lauded for its business approach and commitment to employee growth and development, winning 10 ‘Top Workplace,’ ‘Best Place to Work’, and ‘Hot Firm’ Awards. Experience our culture, projects, and the opportunities to take your career to the next level at www.hbg.design

EOE