Job Description

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 officespace 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

SALARY

$65-$80K (DOE) + Discretionary Bonus Opportunity + Excellent Benefits/PTO

HOURS

8:15am–6:00pm (DOE) + Flexibility if needed. 5x/week in office #J-18808-Ljbffr HRB

Job Tags

For contractors, Work at office

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