Malin + Goetz is an innovative beauty company based in New York that specializes in natural products for skin and hair. We sat down with Helen Marcotte, Office Coordinator at their New York headquarters, to discover how she juggles the many responsibilities of the role. In many ways, office coordinators could be considered the engine behind a smoothly running office, their tasks requiring them to be the ultimate chameleons in the company. Helen gives us some useful insight into how she adapts to the quickly changing needs of the office from day to day:
How did you become an office coordinator?
I used to work as a retail manager in the bridal industry. I liked the side of being in an office, with consistency in my schedule.
Did you understand what the role would be like when you applied? Did you have any idea what an office coordinator actually does?
I’d say yes overall. It’s part of what I did as a bridal manager, kind of like minding the shop. Rather it focuses on just one aspect of management, running the office.
What does a typical day look like for you?
The first thing I do is go to the kitchen, empty the dishwasher, making sure the kitchen is stocked and cleaned. Making sure there’s nothing lying around the office or boxes that need to be given to people. Also helping with customer services. And then half of my day is spent in planning, handling calendars for two owners and the CEOs, ordering supplies, etc...
What's the most important thing to know for someone on an operations team?
Make sure you can multitask!
How do you establish goals for yourself and the company?
In our performance reviews we discuss goals with our supervisors and actually write them down to get an idea of what’s feasible. For the company, I think I just have an overall goal of wanting to help run the office efficiently. Personally, I’d like to eventually end up in HR because it’s a very stable position. Every office needs an HR person, and it still requires the organizational skills and knowledge of the office that I have. My supervisor knows this and we’ve discussed my long-term goals. She's very supportive and slowly I’m gaining a few more tasks that are HR-related. I’ve discussed with my supervisor about maybe becoming half-HR assistant, half office coordinator.
What do you love about your job?
I love that I can potentially make people feel happy here. It brings people together without knowing that it does. Doing happy hours, talking about what snacks we get for the week, etc... makes me really enjoy my role.
If you could give advice to yourself before you started what would it be?
Don’t let the little things get to you. There’s just a lot of little things, questions that you get asked everyday by the same people get annoying. I think I’m very independent and sometimes getting those repetitive questions can weigh on me and for someone in my role you have to just learn to let it go.
What’s the hardest part about being an office coordinator?
Knowing that I’m not going to be able to please everyone all the time.
What are you most proud of in your role?
The fact that people notice the changes in the office. I’m a super organized person, so when I came here I noticed a lot of things that didn’t make sense. It makes me proud to here and that I actually care about the small things that make the office presentable. For example, I noticed the office supplies were right next to the CEOs desk. I’m sure he didn’t like that but I was the one to change it.
Do you communicate with remote employees and if so, how?
Rarely. If they have a computer issue with their laptop or something, I help with that. If they need a new password or with our gratis products. But other than that not really. I don’t ever have to reach out to them, rather they come to me with issues.
What software or project management tool does your company rely on most?
Right now we use Gmail, G-Chat, and the calendar. I’m looking into using Managed by Q’s Task Main Page.