Office Coordinator
Office Coordinator
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Job Description
Who We Are
Authentic is a unified platform that integrates M&A brand strategy creativity and digital innovation to unlock the power of its global Lifestyle and Entertainment the worlds largest sports and entertainment licensing company Authentic connects strong brands with best-in-class partners to optimize long-term value in the brands generate more than $32 billion in global annual retail sales and have an expansive retail footprint in more than 150 countries including 13000-plus freestanding stores and shop-in-shops and 400000 points of transforms brands by delivering powerful storytelling compelling content innovative business models and immersive experiences. It creates original marketing strategies to drive the success of its brands across all consumer touchpoints platforms and emerging media
Why Authentic
Youll be able to access the resources and scale while leveraging innovative technology and nimble environment. What were saying is this isnt your average day job. If youre hungry to drive ideas into action and own your career lets chat. Our team is rapidly innovating to evolve and define the future of our brands. With the help of some of the brightest minds in retail marketing licensing legal and more we are building the intersection of digital and experiential marketing to help achieve that mission. We reimagine evolve and transform brands! At Authentic we foster an inclusive workplace where diversity of thought and expertise drive competitive advantage. Our global teams are built by go-getters who contribute unique perspectives and push the boundaries of creativity and innovation. Headquartered in New York City Authentic has offices in major metropolitan cities including Los Angeles and Miami as well as Toronto Mexico City London and Shanghai.
What Youll Do
As Office Coordinator you will be responsible for assisting in the maintenance of a safe and efficient operating environment for all employees in the brand-new Shanghai office by supporting the Office Manager with the Facilities Management functions. This position reports to the Office Manager and will work closely with the Operations and IT teams in the US and UK to ensure all business needs are appropriately met. To be successful in this role the ideal candidate has DIY experience is well organized has the ability to multi-task is able to work in a fast-paced environment and is a team-player with a keen eye for detail who takes the initiative to resolve operational challenges and improve processes.
What youll be working on
- Assisting the Office Manager to ensure the move to a new office space in central Shanghai runs smoothly and seamlessly.
- Provide warm receptionist to internal and external visitors manage incoming calls emails and mails.
- Oversee the day-to-day activities of the office as the main point of contact for first level queries from staff regarding office administration ensuring colleagues have the resources and a comfortable environment to do their best work.
- Provide direct administrative supports as needed including scheduling appointments meetings and events booking travel maintaining filing system mailing and shipping packages and employee lists.
- Assist in the oversight and maintenance of office equipment for uninterrupted function identify and fulfill office supply needs ensuring supplies are constantly restocked track the inventory maintain and manage vendors.
- Assist the Office Manager with the office budget and coordinate with finance to ensure timely payment to vendors.
- Provide direct maintenance support collaborating with external vendors for larger scale office maintenance needs.
- Support with operations safety management and policies and procedures.
- Assist the Office Manager with the coordination of internal and external resources and cultivate relationships with vendors.
- Provide executive and administrative support and coordination as needed including managing calendars.
- Working with cleaning service team to maintain office clean tidy and fully stocked at all times checking the office several times during the day to ensure this is maintained to a high standard.
- Provide support for internal events and meetings as necessary.
- Provide support to PR and VM functions as required (e.g. Logistic and samples management events supporting)
Must Haves:
- 1 years of Office Coordinator experience.
- Experience in DIY is preferred.
- Ability to operate effectively & efficiently in a fast-paced environment.
- Must exhibit excellent attention to detail and good organizational skills.
- Must be energetic highly motivated and able to multi-task.
- A self-starter who provides white glove customer service.
- Must be an adaptable problem-solver with the curiosity to learn.
- Excellent written interpersonal and communication skills.
- Oral and written English skills preferred.
- Advanced computer skills and experience using email tools and online platforms (Dropbox Teams).
- Proficiency in Microsoft Office with aptitude to learn new software and systems.
- Discreet diplomatic and ability to liaise at all levels.
Fraud Alert: Unauthorized Job Offers and Impersonations
We have been made aware of fraudulent job offers and interview requests being sent by individuals falsely claiming to represent Authentic. These scams are often initiated via email employment websites and social media and may include fake interview requests offer letters or attempts to collect personal and financial information.
Please note:
- All legitimate Authentic job postings can be found only on our official website () or through our verified LinkedIn page ( does not conduct interviews over Teams or Zoom without prior email correspondence from a verified @ email address.
- We will never ask you for sensitive personal information payment or banking details as part of the hiring process.
If you believe youve been contacted by someone impersonating an Authentic team member please report it immediately by emailing
Authentic is an equal-opportunity employer and we value and embrace the diversity and inclusion of all Team Members. We do not discriminate on the basis of gender gender identity sexual orientation race national origin disability age marital status protected veteran status or other legally protected status.
For individuals with disabilities or religious obligations who would like to request an accommodation please contact
To access Authentic sPrivacy Policy which contains information regarding data collected from job applicants and how we use it please click here:
IC
Employment Type
Full Time
Key Skills
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