Our client, a reputable global investment firm, is looking for an Office Coordinator for their Midtown office. This individual will play a critical role in ensuring the office runs seamlessly day-to-day, taking ownership of office operations. The ideal candidate is hands-on, resourceful, and takes pride in maintaining a polished, well-functioning environment with a “can do” attitude. This is a great opportunity for someone who enjoys being a key contributor to team culture, performing a variety of tasks. This role is in the office 5x / week.
RESPONSIBILITIES:
Office Operations & Facilities Management
Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.
Ensure the office is fully prepared and operational at the start of each day, including setting up conference rooms and maintaining shared spaces such as the in-office shower and changing areas.
Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked.
Maintain a secure and welcoming work environment for employees and visitors at all times.
Vendor & Building Management
Develop and maintain strong relationships with building management, vendors, and external service providers.
Coordinate with contractors, landlords, and real estate agents in partnership with the CFO and Special Projects Manager.
Support office space planning and infrastructure needs, including office moves, workstation changes, and expansions.
Administrative & Financial Support
Track and submit office-related expenses in a timely and accurate manner.
Prepare, manage, and organize correspondence, documents, and meeting materials.
Process and submit expense reports for the office as needed.
Executive & Team Support
Support visitors by greeting guests and ensuring high-quality in-office experience.
Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.
Provide support to the CEO when needed, including handling occasional errands and time-sensitive business or personal tasks.
Events & Culture
Lead the planning and execution of in-office events, including weekly team lunches, catering coordination, and corporate dinners.
Partner with the Special Projects Manager on large-scale corporate events such as offsites, conferences, and investor events.
EXPERIENCE:
1-3+ years of relevant experience in customer service or administrative support
Understanding of general office operations, administrative procedures, and facilities coordination
Familiarity with expense management processes and tools such as Concur
Basic knowledge of vendor management, workplace safety standards, and office services coordination
Proficiency in standard business software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
Excellent verbal and written communication skills with a professional and service-oriented approach
High attention to detail and ability to maintain accuracy in administrative and financial tasks
Problem-solving skills with the ability to anticipate needs and address issues proactively
Strong interpersonal skills and ability to build relationships with employees, vendors, and leadership