Office Coordinator

MUBI is a global streaming service, production company and film distributor dedicated to elevating great cinema. To make this possible, we create, curate, acquire and champion visionary films, bringing them to audiences all over the world. We have a team of brilliant, dedicated and passionate people to help bring our mission to life. From London to New York, Istanbul to Paris, and Berlin to Mexico - we work together to realize MUBI’s vision.

That’s where you come in! Join our global team and help us make great cinema accessible to everyone, everywhere.

We’re looking for an Office Coordinator to manage our newly opened New York office. You’ll own the running and curation of our physical space, management of vendors and the building relationships behind it. You’ll also manage the day-to-day experience of everyone who works from or visits it. You'll report to our Global Office Operations Manager based in our London office, and work closely with our New York team of around 30 people.

We're looking for someone who takes real pride in running a great office, who is hands-on and detail-oriented about the practical side of the job, and is invested in building a space and a culture that people genuinely love being part of.

We work hybrid-remote but as this role is primarily an in-person position, we expect someone to be at the office at least 4 days every week. Our core days are Tuesday, Wednesday and Thursday, so this is when the office will usually be at its busiest!

Running the office day to day

• Keep the office stocked, clean and running smoothly - kitchen and pantry supplies, bathroom and first-aid stock, and ensuring meeting rooms are always ready to use.

• Own mail and packages end to end: receiving, notifying recipients, and coordinating outbound shipping and freight, including COIs and freight elevator bookings.

• Be the first point of contact for facilities issues - internet/wifi, building systems, general repairs - triaging and looping in the right vendor or building manager where needed.

Vendors, building & space projects

• Manage our day-to-day vendor relationships (cleaning, waste and recycling, internet, storage) to keep service consistent and resolve issues quickly.

• Own the relationship with our landlord and property management team as the primary building point of contact, and source general office equipment and supplies with a good eye for value.

• Bring our final post-renovation projects over the line - conference room AV setup and a use guide for the team, curtain installation, the mailroom build-out - and partner with designers and vendors on what comes next.

New hire & visitor experience

• Own the in-office experience for every new NYC hire: building access with ButterflyMX, desk assignment and setup, wifi, and a welcome tour.

• Host our scheduled office visitors and keep the space guest-ready at all times.

Culture & communication

• Plan and run a year-round social calendar and seasonal events that bring the NYC office together.

• Keep the team in the loop with regular updates in our nyc-office Slack channel, and keep our office access and operations guide current and circulated.

Executive support

• Provide administrative support to senior executives in New York on an ad-hoc basis

• Experience in an office management, workplace experience, hospitality, or coordination role, ideally supporting a team of a similar size.

• You’re comfortable managing vendors, contractors, and building relationships independently, with sound judgment on when to elevate.

• How you show up is so important to this role. You’re curious about people, you’re open-minded, you’re collaborative and you make the effort to get to know the team, not just plan things for them.

• You…