Facilities Office Coordinator

Location: New York

Facilities Office Coordinator Skip to main content#Facilities Office Coordinator page is loaded## Facilities Office Coordinator Apply locations:
USA NY New Yorktime type:
Full time posted on:
Posted 4 Days Agojob requisition :
R00646
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* Job Title:

** Office Coordinator       
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* Reports to:

** Facilities Director      
** Department:
** Facilities
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* Location:

** New York
** Salary Range:**  $70,000 - $85,000
This role supports the daily operation of the office and helps maintain a polished, efficient, and welcoming workplace experience for employees, visitors, vendors, candidates, and guests. The Coordinator will assist with front-of-house coverage, employee and visitor access, new hire office setup, conference room readiness, vendor coordination, office supplies, workplace requests, meeting support, Facilities documentation, and general department administration.

This opportunity is well suited for someone with experience in reception, facilities support, office coordination, administrative support, hospitality, customer service, or workplace operations.  The ideal candidate should be dependable, detail-oriented, professional, and comfortable managing a variety of operational responsibilities in a fast-paced office environment. We are also looking for someone who is comfortable with technology, willing to learn new systems, and interested in using tools such as Microsoft 365, AI-enabled tools, trackers, and other workplace platforms to organize information, improve processes, and support day-to-day operations.

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Key Responsibilities ## Office Operations and Front-of-House Support
* Provide professional front-of-house coverage and serve as a welcoming point of contact for employees, visitors, vendors, candidates, and guests.
* Support daily office operations and help keep the workplace organized, functional, and prepared for employees and meetings.
* Monitor reception areas, conference rooms, kitchens, shared spaces, storage areas, and workstations to help maintain a clean, and well-organized office environment.
* Respond to Facilities-related inquiries and workplace requests in a timely and professional manner.
* Escalate maintenance, access, technology, or workplace issues to the appropriate internal contact, building team, or vendor.
* Assist with day-to-day office needs, including supplies, deliveries, visitor coordination, room readiness, and general workplace support.## New Hire and Employee Support
* Assist with new hire office setup, including building access, s, desk readiness, welcome materials, and first-day logistics.
* Send new hire communications and collect required information for building access and badge setup.
* Coordinate with HR, IT, Business Managers, Administrative teams, and other internal partners to help new employees be prepared for their first day.
* Greet new employees upon arrival, help them get settled, and direct them to the appropriate workspace or meeting.
* Support employee access questions, temporary badges, visiting employees, and related follow-up.
* Help maintain onboarding checklists, access records, and related Facilities materials.
* Direct employees to the appropriate internal resource, process, or contacts.
Answer office-related questions.## Building Access and Visitor Coordination
* Manage visitor registration and building access requests for employees, guests, candidates, vendors, and visiting team members.
* Coordinate with building security and property management to confirm access requirements and arrival procedures.
* Maintain accurate visitor details, temporary badge information, and access-related records.
* Assist with building notifications, security lists, and day-of access needs for meetings, interviews, events, and vendor visits.
* Submit access requests accurately and within required building timelines.## Conference Room and Meeting Support
* Support conference room readiness for internal meetings, client meetings, interviews, trainings, and office events.
* Assist with room setup, seating, printed materials, catering coordination, visitor access, and basic technology readiness.
* Monitor conference room conditions and help keep rooms clean, organized, and prepared for scheduled use.
* Coordinate with IT or AV vendors when conference room technology requires support.
* Assist with day-of meeting needs and follow-up items as needed.
* Help maintain conference room information, room setup details, and meeting support procedures.## ## Vendor and Building Coordination
* Coordinate vendor visits for office services, repairs, maintenance, inspections, deliveries, and scheduled project work.
* Prepare and submit building access requests, vendor forms, visitor lists, and related documentation.
* Track Certificates of Insurance and coordinate updates with vendors or building management when required.
* Communicate with vendors, building management, security, and onsite contacts to confirm timing, access, scope of work, and completion status.
* Maintain organized follow-up on vendor scheduling, access…