Office Administrator

Who we are: Groups360 is a booking engine for meeting space founded in 2014 by former Gaylord Entertainment executives Dave Kloeppel and Kemp Gallineau. Groups360 was created with a singular goal — to empower meeting planners by bringing innovation, transparency, and simplicity to the decades-old problem of booking groups. The company’s technology, GroupSyncTM, enables suppliers to distribute inventory, engage with planners, and optimize group revenue. GroupSync also equips planners to search and shop hotels worldwide and book rooms and space directly, online, or through a simplified RFP process. GroupSync is the first distribution channel to offer online booking for both group hotel rooms and meeting space. Groups360 has offices in Nashville, London, and Singapore.   

Our Partners: In 2019, major hospitality players Accor, Hilton, IHG and Marriott, invested a combined $50 million in Groups360 to help fuel instant-booking development. In 2022, the world’s largest alternative asset manager Blackstone Innovations Partners, New York Hedge fund Fir Tree Partners, and property and technology investment firm, Zigg Capital invested a combined $35 million in Groups360 to help drive the industry wide transformation, making group travel simple.   

Life at Groups360: Groups360 is an innovative, high-growth company with offices in Nashville, London and Singapore. Groups360 is an equal opportunity employer, and our dedication to promoting diversity, multiculturalism and inclusion is reflected in the foundation of all we do.   

Who we’re looking for: The demand for Groups360 products and services is at an all-time high. So, we are looking for ambitious, self-starters who want to impact the $1 trillion meetings and events industry. Successful team members have been those with the desire to be a part of a high- growth team and organization that finds and solves problems individually and as part of a team. If you’re looking to be a part of a fast-paced, highly motivating and rewarding environment at the intersection of hospitality and technology, then your next career starts here!   

The role: We are seeking an experienced Office Administrator who will be responsible for handling the day-to-day operations of the Groups360 Office.  This role is responsible for managing intra-office communication, streamlining administrative procedures, and inventory control. This person will help promote a company culture that encourages high morale, collaboration, and top performance. Partner with Human Resources to ensure compliance of office standards, policies, procedures, and processes to ensure organizational effectiveness, efficiency, and safety.   

What you will do:   

• Partner with building management and vendors to address facilities issues including office and furniture repairs, electrical and plumbing maintenance, HVAC repairs and other various maintenance needs.
• Maintain strong professionalism and discretion for all communications going out to clients, executives, and external personnel on behalf of the company.
• Collaborate with internal departments to maintain high operational efficiency within the office.
• Ensure that all necessary office supplies and equipment are in stock and in good working condition. This includes ordering new supplies, maintaining equipment, and managing inventory.
• Design and distribute newsletters that highlight company achievements, employee milestones, upcoming events, and other news of interest.
• Creating engaging and informative onboarding materials for new hires, including guides, schedules, and informational packets that reflect the company's culture and expectations.
• Manage mailroom duties including package distribution, notifications to employees, and communication with building management.
• Regularly update the office intranet with news, announcements, policy updates, and other relevant information.
• Organize events and employee engagement activities; coordinate logistics, manage invitations and RSVPs, and ensuring all aspects of the events align with the company's values and objectives.
• Assist with the facilitation of travel coordination for job applicants; provide comprehensive support in arranging travel accommodations for clients and potential hires, including booking flights, accommodations, and transportation.
• Manage office financials, including budget oversight and expense reconciliation: monitors the office budget, tracking invoices, and reconciling expenses.
• Perform other responsibilities and duties as assigned. 

Education and experience:    

• Bachelor’s Degree in business administration or equivalent professional administrative office experience preferred. 
• 2+ years’ experience as an Office Administrator preferred.
• Office or logistics management experience.
• Working knowledge of MailChimp, Canva, or Kitkast preferred. 

Additional eligibility qualifications:   

• Excellent interpersonal skills, and verbal and written communication skills.
• Work well under pressure and exude calmness in a high-energy, highly productive atmosphere.
• Excellent organizational & analytical skills and ability to multi-task in a fast-paced environment.
• Entrepreneurial spirit.
• Excellent verbal, written and group communication and presentation skills; ability to utilize communication skills to effectively influence across functions and business units as well as across different leadership levels.
• Results-driven and execution-oriented personality, ready to take ownership and get results.
• Strong empathy for customers and a passion for revenue and growth.
• Proficiency in Microsoft Office 365 Suite: Word, Excel, PowerPoint, Project, SharePoint. 
• Other qualifications as required. 

Core Business Hours: 8:00 a.m. to 5:00 p.m. M-F; these hours may vary depending upon your position and work requirements.     

Status: Full-Time Non-Exempt  

Location: Brentwood, TN, On-Site  

(Company will not sponsor C2C or Work-related Visas)   

Groups360 is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. All employment is decided on the basis of qualifications, merit, and business need.  

NOT ACCEPTING AGENCY CALLS OR SUBMISSIONS