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Our investment client is seeking a Temporary to Permanent Office Coordinator to support the smooth daily operations of their New York office. This individual will serve as the primary point of contact for guests and vendors, manage a range of administrative and facilities-related functions, and assist the Office Manager in maintaining an organized, professional, and welcoming workplace. The ideal candidate is proactive, resourceful, and enjoys being the “go-to” person in a dynamic office setting. This position offers an excellent opportunity to contribute to a growing investment management firm with a strong reputation in commercial real estate finance. Position is hybrid Monday, Tuesday, Wednesday onsite, Thursdays and Fridays remote. Person must have flexibility to come onsite on “remote” days. Hours: 8:30am-5:30pm with 30 mins lunch with flex for overtime. 8am start time on Mondays.
Key Responsibilities
- Serve as the first point of contact for all guests, including greeting visitors, managing building security check-ins, and coordinating meeting room logistics.
- Manage the phone system and handle incoming calls professionally.
- Track and communicate daily attendance updates.
- Prepare and process expense reports for the COO and CFO.
- Manage inventory and ordering for all office and kitchen supplies (snacks, beverages, office materials).
- Coordinate with vendors for office maintenance, repairs, and Certificates of Insurance (COI) compliance; ensure smooth resolution of issues as they arise.
- Handle all incoming and outgoing mail and packages (FedEx, USPS, certified mail).
- Manage business card orders and approvals.
- Coordinate catering orders and oversee setup and cleanup for office events and meetings.
- Assist with employee onboarding and offboarding logistics.
- Support the planning and execution of internal events and initiatives.
- Provide vacation coverage for the Office Manager’s executive assistant responsibilities.
- Contribute to ad hoc administrative and facilities projects as needed.
- Maintain working knowledge of conference room IT systems and office equipment to ensure proper use and troubleshooting support.
Qualifications
- Bachelor’s degree preferred.
- 3+ years of relevant professional experience in an office coordination, facilities, or administrative role.
- Proficiency with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), Zoom, and Teams.
- Experience with Concur (expense management) and ADP (HR/payroll) preferred.
- Strong organizational skills with the ability to multitask and prioritize effectively under tight deadlines.
- Excellent communication and interpersonal skills; able to interact with colleagues and visitors at all levels.
- Proven reliability, discretion, and professionalism in handling confidential information.
- Self-motivated and able to work independently with minimal supervision.
- Willingness to assist with occasional light physical tasks (e.g., restocking supplies, event setup).
- Authorization to work in the United States.
Pay:
- Temp rate in line with $85K-95K perm base + bonus
- Medical, dental vision, 401K, 10 holidays, sick time
A1437819NY-Temp_1762969156