Office Coordinator

SUMMARY OF POSITION

The Office Coordinator plays a key role in creating a welcoming, organized, and efficient workplace experience for employees and guests. This position is responsible for supporting day‑to‑day office operations, including facilities coordination, vendor management, supply and inventory oversight, workspace upkeep, and employee experience initiatives. The Office Coordinator serves as a local point of contact for office‑related needs and helps ensure the office remains a productive, professional, and engaging environment.

This is a part‑time, non‑exempt position based in our New York City office. The ideal candidate is highly organized, service‑oriented, proactive, and comfortable managing multiple priorities independently. They enjoy creating exceptional workplace experiences, solving problems, and partnering across teams.

You are a highly organized, professional, and service‑oriented team member who thrives in a fast‑paced environment and takes pride in keeping people, processes, and operations running smoothly.

You enjoy supporting a wide range of responsibilities, including office operations, employee onboarding, administrative coordination, executive support, and employee experience initiatives. No task is too small, and you approach your work with professionalism, sound judgment, and attention to detail.

You build strong relationships across teams, navigate varying priorities with professionalism, and remain adaptable in a dynamic environment.

You are proactive in identifying process improvements and leveraging technology, including AI‑powered tools, to streamline administrative work and improve efficiency. You also enjoy supporting team events, outings, and workplace initiatives that strengthen culture and connection.

Office Operations & Maintenance

• Manage incoming office deliveries and distribute items to employees
• Coordinate general office maintenance (HVAC, restrooms, etc.) by liaising with building management
• Oversee upkeep of office equipment and appliances (coffee machine, water dispenser, air purifiers, filter replacements)
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities
• Initiate corrective actions as needed to ensure smooth office operations and a safe working environment
• Process incoming and outgoing mail communications, both internally and externally, maintaining professional image
• Proactively look for opportunities to improve operational efficiency by leveraging AI and technology tools to automate routine administrative and coordination tasks
• Order and restock office supplies (snacks, beverages, paper goods, etc.)
• Negotiate and execute the purchase of office supplies, furniture, and office equipment to obtain the best deals possible without sacrificing quality and within approval limits
• Maintain organization and inventory of supply areas, including the office supply closet and IT storage shelves

Workspace Upkeep

• Ensure the office is presentable for employees and guests (e.g., clear hallways, tidy conference rooms)
• Support cleanliness and organization of the storage spaces
• Ensure conference rooms are prepared in advance of client meetings

Office Coordination

• Update and maintain the desk assignments and capacity grids, as applicable
• Assist with office moves and space reconfigurations
• Create and maintain a directory of key office contacts and vendors (names, roles, phone numbers)
• Manage office build‑out, maintaining good vendor/contractor relationships and timely follow‑up

Employee Experience Initiatives

• Coordinate “Together Tuesday” lunch orders via Door Dash business account
• Provide catering or procure refreshments as requested for special occasions and office events
• Contribute ideas and support initiatives that enhance the employee office experience (monthly birthday, new hire welcoming)
• Plan and budget for office outings and culture building activities

Education & Experience

• 1–2 years of experience in office administration, office coordination, workplace experience, hospitality, facilities coordination, administrative support, or…