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Office Coordinator
Fashion Industry Company
New York, NY, United States
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Office Coordinator, RL Library
Company Corporation (NYSE: RL) is a leader in the design, marketing and distribution of premium lifestyle products in four categories: apparel, home, accessories and fragrances. For nearly 50 years, Company's reputation and distinctive image have been consistently developed across an expanding number of products, brands and international markets.
Purpose and Scope:The mission of the Company Library is to collect and organize garments and items that have an enduring value to the Company and its designers. The Company Library serves to preserve and protect the Company’s history, and to provide an essential resource for the Company’s continuing creative and design excellence.
Key Responsibilities:
Library Collections Management:
• Act as RL Library liaison to coordinate bi-annual RL Library Returns Drive with mailroom and facilities teams: including c-bins, supplies. Be available to assist Librarians during off-site design visits.
• Provide additional support to Collection Management team in processing RL Library Returns.
• Assist Librarians with organizing RL Library collections at various locations and with ad hoc projects, such as an effort to identify, decommission, and sell-off low-use items.
• Provide coverage at the front circulation desk during anticipated high traffic periods. Orient new visitors to the space.
• Support ad hoc projects, such as vacuuming and refolding woolens seasonally.
• Have a strong understanding of the steps to take in the event of a leak/flood/spill -- and have a strong understanding of the RL Library’s Disaster Plan.
• Provide assistance in maintenance of shelving units (re-tooling closets; adding shelves, trays, bars as needed).
• Take readings of the temperature in all areas at 115 -- which must reflect the preset point in each A/C Unit.
• Follow up daily hold for Conference Rooms: Keep track that each hold must have a corresponding Service Point Request prior to the event so that the room set up will have all the elements pertaining to that particular meeting (number of attendees, disposition of the tables ++). Make sure the room is set up accordingly; lights properly working.
• Support meeting attendees with any unanticipated, last minute needs (casting laptop screen to television, audio hook-up, laptop loans, etc.). Be available to meet food deliveries from freight area when necessary. Restock meeting supplies as needed.
• Be present intermittently throughout duration of meeting. Assist porter in ensuring room is cleared mid-day and before 5pm pick-up.
• Use online tools, such as Service Point, to help in the documentation and facilitation of everyday tasks.
Building Maintenance Liaison
• Walk the space to identify areas for repair & maintenance. Create schedule and execute plan.
• Oversee the porter’s activities according to our specific maintenance calendar and any urgent matter to be resolved. Keep track of kitchen/cleaning supplies and place an order of the items before they run out of stock. In the event of replacement to accommodate porter’s vacation or any other reason, follow up with Harvard to have a suitable replacement. Bring temporary replacement up-to-speed on what’s expected.
• Oversee personnel during our bi-annual DEEP CLEANS – when everything is removed from the shelving units so that the shelves can be fully cleaned.
• Support photo studio and RFID related maintenance. Assist when shifting rooms for cleaning.
• Maintain orderly control of storage spaces in building,
• Arrange all waste material to be disposed daily.
• Daily inspection of pest traps in the space, and report and/or dispose the findings to appropriate personnel. Accompany vendor in bi-weekly inspection and/or replacement of traps.
• Follow up pre-set monthly air conditioning maintenance visit and reschedule according to our calendar if necessary. Whenever any of the units malfunction, a service call must be placed for facility supervisor.
• Assist the building with their monthly fire inspection of our sprinkler control valve throughout the space.
Requirements:
• High energy and enthusiasm and ability to succeed in a dynamic work environment.
• Excellent time management skills and ability to handle multiple demands and competing priorities successfully.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand; walk; climb or balance; stoop; kneel; crouch. The employee is occasionally required to sit and work at a computer for extended periods of time. The employee must frequently lift and/or move more than 75 pounds.
Company Corporation is an equal opportunity employer. We offer dynamic career opportunities with growth potential and a generous company discount.