Office Coordinator

The Position

As part of the Talent & Culture team, the Office Coordinator will be an energetic professional who feels passionate about keeping the CallRail office running smoothly and understands the importance of a great first impression for visitors. You are comfortable wearing multiple hats and have experience in handling a wide range of administrative duties. To be successful in this role you should be able to work independently with little supervision.

The Office Coordinator is well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people. 

This is a full-time role that requires onsite presence Monday through Thursday, with the possibility of early arrivals or extended hours depending on scheduled events. Additionally, Fridays are remote. This position reports directly to the Director of People Operations.

What You'll Do 

• Office & Facilities Management:
• Greet visitors and vendors to our office and ensure they feel welcomed.
• Manage relationships, contracts, and budgets with external vendors.
• Maintain cleanliness of office spaces and partner with vendors for office refreshes.
• Receive and distribute daily mail and package deliveries as well as coordinate outgoing mail.
• Own emergency plan and communication strategy.
• Coordinate with the building (and various parking garages) to assign parking, building access cards, and facility maintenance requests.
• Manage and administer alternate transportation options (i.e., MARTA, Lyft, etc.).
• Facilitate set-up and clean-up of meetings and catered lunches at an all-company level. Serve as a backup to the Executive Assistant for department-level meetings and catered lunches.
• Help with office growth planning as needed.
• Manage and track office budgets (i.e., snack budget, office supply budget, etc.)
• Plan and execute company events and assist with other events as needed.
• Own summer outing & partner with the Culture team on the Holiday Party.
• Partner with IT to complete Eden requests as needed.
• Own and maintain CallRail’s seating chart via SpaceIQ.
• Act as a liaison to property management for maintenance requests.
• Log checks for Accounting.
• Asset tagging.
• HR Administrative Support & Employee Experience:
• Assist with onboarding new hires, including office setup, welcome materials, and educating new employees on office best practices (e.g., facility requests, and supply requests).
• Own and administer the Employee Recognition Program (i.e., Snappy, birthday/anniversary shoutouts, etc.).
• Partner with the HR team to support employee engagement initiatives, including employee surveys, wellness programs, and company-wide communications.
• Maintain and update internal employee directories, seating assignments, and org charts.
• Support the coordination and logistics of training sessions and professional development programs.
• Assist in maintaining compliance with HR policies by ensuring office postings and employee resources are up to date.
• Supporting the Talent & Culture Team:
• Work closely with the Talent & Culture team to help foster a positive and inclusive workplace culture.
• Assist with planning and executing internal team-building events.
• Provide administrative support for HR-related projects.
• Assist with employee engagement efforts, such as feedback collection and analysis to enhance the overall employee experience.
• Help facilitate internal communications to ensure employees stay informed and connected.

What You'll Need

• Proactive problem-solving skills
• Entrepreneurial and team-oriented spirit with ability to effectively work across all levels of the organization
• A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity
• Communicate clearly and effectively in both verbal and written communications
• Excellent organizational and multitasking abilities

Physical Requirements: 

• Occasional carrying of objects up to 50 lbs; frequent standing & walking, occasional sitting. Physical demands may vary depending on assigned work area and tasks.

This brief summary is not an all-inclusive description of job duties. Other job duties and responsibilities may also be assigned by the incumbent’s supervisor at any time based upon Company needs

 If you do not meet all the requirements listed, we still encourage you to apply! No job description is perfect, and we may also have another opportunity that aligns with your skills and experience.

Additional Perks

• Healthcare (one option covered at 100% for employees), Dental & Vision Coverage
• Competitive HSA with company matching
• Paid parental leave
• Flexible vacation policy
• 401K options with company dollar-for-dollar match
• Employee stock options available from day one
• $2,000 annual educational allowance
• Catered lunch every Tuesday * an in-office perk
• MARTA transportation or office parking expenses covered
• Employee charitable donation company match, up to $500 annually
• Regular company outings and events 
• Hybrid work options with $500 office stipend to set up your home office
• Designated bike storage

This position is based out of our Atlanta office and will require that you come into the office Monday-Thursday. 

Learn more: https://www.callrail.com/about/ 

You Are Welcome Here

CallRail understands that valuing diverse creative practices and forms of knowledge are crucial to and enrich the company's core mission. We encourage applications from everyone, including members of all equity-seeking communities, such as (but certainly not limited to) women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities and expressions. In your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc).