Office Coordinator

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Our client, a privately held global developer, owner, and operator of energy infrastructure assets based in Midtown East, Manhattan, is seeking to hire a Long Term Temporary Office Coordinator to play a key role in supporting daily office operations while providing administrative and logistical support to a team of Executive Assistants.

This position helps ensure seamless coordination across executive support functions, maintains organized office processes, and serves as a central point of contact for office-related needs. The Office Coordinator contributes to a professional, efficient, and well-run workplace by anticipating needs, managing priorities, and enabling Executive Assistants and leadership to operate effectively.

Requiring 5 days on-site from the hours of 8/8:15-5:30/6pm, there are paid overtime opportunities and a general flexibility needed.

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS:

Office Operations & Facilities Management

• Ensure the office is fully prepared and operational at the start of each day, including setting up conference rooms and maintaining shared spaces such as the in-office shower and changing areas.
• Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.
• Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked and in good condition.
• Maintain a safe, secure, and welcoming work environment for employees and visitors at all times.

Vendor & Building Management

• Develop and maintain strong relationships with building management, vendors, and external service providers.
• Coordinate with contractors, landlords, and real estate agents in partnership with the CFO and Special Projects Manager.
• Support office space planning and infrastructure needs, including office moves, workstation changes, and expansions.

Administrative & Financial Support

• Process and submit expense reports through Concur for the CEO, Executive Assistant, and investment team.
• Track and submit office-related expenses in a timely and accurate manner.
• Prepare, manage, and organize correspondence, documents, and meeting materials.

Executive & Team Support

• Provide direct support to the CEO, including handling occasional errands and time-sensitive business or personal tasks.
• Support visitors by greeting guests and ensuring high-quality in-office experience.
• Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.

Events & Culture

• Lead the planning and execution of in-office events, including weekly team lunches, catering coordination, and corporate dinners.
• Partner with the Special Projects Manager on large-scale corporate events such as offsites, conferences, and investor events.

REQUIRED QUALIFICATIONS

• High School Diploma or GED (Required)
• Associates or Bachelor’s Degree (Preferred)
• 1-3+ years of relevant experience in customer service or administrative support.

KNOWLEDGE, SKILLS AND ABILITIES:

• Understanding of general office operations, administrative procedures, and facilities coordination
• Familiarity with expense management processes and tools such as Concur
• Basic knowledge of vendor management, workplace safety standards, and office services coordination
• Proficiency in standard business software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
• Excellent verbal and written communication skills with a professional and service-oriented approach
• High attention to detail and ability to maintain accuracy in administrative and financial tasks
• Problem-solving skills with the ability to anticipate needs and address issues proactively
• Strong interpersonal skills and ability to build relationships with employees, vendors, and leadership
• Event coordination and logistics management skills for meetings, lunches, and corporate events

PHYSICAL REQUIREMENTS:

• Ability to perform a combination of sedentary and active tasks, including sitting, standing, walking, lifting and carrying items up to 25-30 pounds, and performing routine office and manual duties (e.g., setting up spaces, restocking supplies), with sufficient mobility, manual dexterity, and communication ability to effectively support daily office operations.

A1456528NY-Temp_1777382665

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