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Office Coordinator (Part-time)

OTA Insight

OTA Insight

Operations
Denver, CO, USA
Posted on Monday, June 17, 2024

At Lighthouse (formerly OTA Insight), we’re on a mission to reimagine commercial strategy for the hospitality industry. Our commercial platform simplifies data, transforming complexity into confidence with actionable market insights, business intelligence, and pricing tools that maximize revenue.

We successfully raised 80 million in series of B funding, we welcomed four companies to our organization and want to grow over 100 million in ARR in 2024. With more than 560 teammates illuminating the way, representing 34 nationalities living in 35 different countries of which 175 in Belgium alone, we are a fun, collaborative and committed team that works hard to achieve amazing results. Ready to take off and join this rocketship in revolutionizing the hospitality sector? 🚀

Please note: This is a part-time position (2 days per week).

What you will do:

The Office Coordinator leads workplace operations and admin support for the local assigned offices, ensuring exceptional Lighthouse experiences that seamlessly blend the physical office, people, and culture. This role focuses on dynamic workspace solutions and efficient office event management.

Where you will have impact:

  • Day-to-day office management
    • Responsible for all practical & logistic coordination in the office: food, drinks, office supplies, office equipment, etc.
    • Support on information and insights for their respective office
    • Ensure office efficiency by maintaining common areas, organizing procedures (if needed) and overseeing supplies & equipment
    • General maintenance of office storage
    • Provide administrative support as needed: scheduling appointments, meetings, mailing packages, …
    • Coordinate the welcome and baby packages for new joiners and new parents
    • Coordinate new hire computer hardware setups with HR Coordinators
  • Local Event planning:
    • Responsible for all events in the Office Coordinator’s specific location (excluding the events mentioned above)
    • Planning A-Z within budget.
    • Practical coordination of all office-based events/activities (including the events mentioned above)
    • Manage logistical details such as booking meeting rooms, arranging catering, providing on-site support during the event, etc. (eg similar to our approach for the Kick-off afterwork event)
  • Culture ambassadors
    • Welcome new employees in the office.
    • Act as a champion for the organization's values and cultural initiatives.
    • Advocate for a positive and inclusive workplace environment.
    • Proactively identify opportunities and areas for improvement, focusing on office and culture enhancement and proactively share feedback with HR Business Partners.
  • Facility management:
    • Overview maintenance and cleanliness
    • Office meeting technology set up and troubleshooting
    • Building management coordination for repair and improvements
    • Working with office building management for suite maintenance
    • Manage office security and access control
    • Ensure health and safety standards compliance according to local regulations.
  • Manage local budgets
    • Make sure day-to-day operations of the local office(s) and events are within budget and in alignment with the Team Lead, Internal Ops & Events..
    • Collaborate with vendors, track invoices, and partner with Finance for timely payments.
  • Supply and Equipment Oversight:
    • Ensure the Belgian offices are well-stocked with supplies and that all equipment is functional and properly maintained.

What's in it for you?

  • A flexible working environment where you can work from home or, if you live nearby, at one of our seven offices around the world
  • Unlimited time off: we believe in providing our employees with the flexibility and autonomy to manage their work-life balance effectively
  • Workshops and frameworks that help employees realize their full career potential
  • The opportunity to shape the products that more than 85,000 users rely on worldwide
  • The chance to grow and evolve the data culture at a fast-growing scale-up
  • A compensation program that values your work and which we will proactively keep competitive
  • 401k matching up to 4%
  • The option of three health insurance plans from Blue Cross Blue Shield that will suit your personal needs. 99% company contribution towards the base plan and 50% coverage for dependents and spouses. 25 dollars/month contribution to HSA.
  • We know not everyone relaxes the same way; therefore, we’ve opted to support your general wellbeing by subsidising up to 80% of your monthly ClassPass subscription
  • A referral bonus scheme when you bring new talent to our #bestteamever!

Who you are:

  • Experience in office management or related roles
  • Exceptional organizational and multitasking skills
  • Proven communication and collaboration abilities
  • Familiarity with facilities management and event coordination
  • Proficiency in office software and tools
  • Collaborative and adaptable, managing ambiguity and competing priorities effectively
  • Exceptional organizational and multitasking skills while remaining composed under pressure
  • Independent and enthusiastic, willing to roll up sleeves and provide hands-on support
  • Strong written and verbal communication skills with a confident and approachable demeanor
  • Proficient in observational analysis, emphasizing office and culture insights
  • Hands-on experience with Google Suite or MS Office Suite
  • Fluent in English, both written and spoken, any other language used within our company network is a plus
  • Detail-oriented with strong coordinating and processing skills, unwavering integrity, and a commitment to effective sharing of information

Thank you for considering a career with Lighthouse. We are committed to fostering a diverse and inclusive workplace that values equal opportunity for all. We welcome candidates from all backgrounds, regardless of age, gender, race, religion, sexual orientation, and disability. Our commitment to equality is not just a policy; it's part of our culture.

If you share our passion for innovation and teamwork, we invite you to join us in shaping the future of the hospitality industry. At Lighthouse, our guiding light is to be an equal opportunity employer, and we encourage individuals from all walks of life to apply.

We value the unique perspective and talents that you bring, and we're excited to see how your light can shine within our team. We can't wait to meet you and explore how we can grow and succeed together, illuminating the path towards a brighter future for the industry.