Office Coordinator

Location:

New York City, NY

Division:
Vision

Department:
Human Resources

Employment Type:

Full-time

Work Arrangement:
Primarily in-office, Monday–Friday, with the possibility of 1 remote day per week based on business needs and performance.

We are looking for a highly organized, proactive, and people-oriented Office & People Coordinator to help keep our New York office running smoothly while creating a welcoming, engaging, and positive workplace experience for a team of approximately 30 employees.

This is a hands-on role for someone who enjoys taking ownership, solving day-to-day problems, supporting employees, coordinating vendors and facilities, and helping create an office environment where people feel supported and connected.

The ideal candidate is reliable, resourceful, detail-oriented, service-minded, and comfortable balancing office operations with employee-facing and light HR responsibilities.

• Serve as the primary point of contact for day-to-day office operations and facilities needs.
• Ensure the office is organized, functional, well-stocked, and welcoming.
• Manage office supplies, kitchen/pantry inventory, furniture, equipment, and general office needs.
• Coordinate building access, badges, keys, maintenance requests, repairs, deliveries, and service appointments.
• Partner with landlords, property management, building staff, cleaning services, and other vendors.
• Manage vendor relationships, office documentation, invoices, and recurring services.
• Coordinate mail, packages, couriers, and incoming deliveries.
• Support office safety, security, furniture installations, office moves, and other facilities projects.

• Help create a welcoming, collaborative, and positive office environment.
• Serve as an approachable resource for employees with day-to-day office questions.
• Coordinate monthly company lunches, including vendors, ordering, dietary needs, setup, and cleanup.
• Support office events, celebrations, team activities, birthdays, and employee engagement initiatives.
• Prepare work spaces, badges, supplies, and other onboarding needs for new employees.
• Identify ways to continuously improve the employee and workplace experience.

• Provide administrative support to the HR/People team.
• Assist with onboarding and offboarding processes.
• Coordinate new-hire paperwork, access, equipment, and onboarding logistics.
• Maintain employee records and documentation as appropriate.
• Support benefits administration, HR communications, and routine People Operations processes.
• Handle confidential employee and company information with discretion.
• Assist with HR projects and initiatives as needed.

• Provide general administrative support to the office and leadership team.
• Welcome visitors and provide a professional guest experience.
• Coordinate meetings, visitors, deliveries, and occasional office scheduling.
• Maintain organized records, files, vendor information, and office documentation.

• Approximately 1–4 years of experience in office administration, workplace experience, facilities, hospitality, HR coordination, or a related field.
• Strong organizational skills and attention to detail.
• Proactive mindset with a strong sense of ownership and follow-through.
• Warm, professional, approachable, and service-oriented personality.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, vendors, building management, and external partners.
• Ability to manage multiple priorities in a fast-paced environment.
• Resourceful and solutions-oriented approach.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office.
• Comfortable learning new systems and tools.
• Comfortable working primarily in-office and supporting day-to-day employee needs.

Success in this role means the office runs smoothly, employees have what they need, facilities issues are resolved quickly, vendors are well managed, new hires have a welcoming onboarding experience, and office events and activities are coordinated seamlessly.

You’ll be someone employees can rely on and someone who helps make the workplace organized, connected, and enjoyable.