Office Coordinator

• Proactively engage, connect with, and assist all occupants and guests, ensuring everyone feels welcomed.
• Respond to office-related requests promptly and with care; troubleshoot and resolve inquiries to maintain a high level of day-to-day workplace support.
• Recognize and celebrate significant employee milestones (monthly birthday treat & gift, weddings, new babies, etc.) and meaningfully integrate new team members.
• Facilitate two-way communication with employees and guests – distribute guides and updates, gather feedback, and provide insights that influence decision-making and enhance the overall office experience.
• Act as the “catch-all” for miscellaneous Office projects and assignments.

Events, Meetings & Amenities

• Coordinate end-to-end meeting and event logistics, including conference room scheduling, catering, and signage.
• Partner with the Building, Marketing Team, IT, and/or EAs to execute and evaluate events and meetings that engage occupants and guests.
• Administer and maintain all amenity spaces and offerings, ensuring they meet defined workspace standards; reset and inspect spaces before and after each use.
• Run and continuously improve workplace programs including lunch, snacks, swag, and new employee onboarding.
• Support setup and breakdown of furniture and equipment in the conference rooms or open common spaces prior to Town Halls, Company Staff Meetings, and other large-scale events.

Visitor Management & Access Control

• Register and check in all visitors; coordinate with security and hosts to ensure a smooth and professional arrival experience.
• Assign building access, and workstation assignments for new employees and guests.

Facilities & Vendor Operations

• Serve as a primary liaison to Property Management, supporting day-to-day operational needs while maintaining a strong focus on employee experience.
• Partner closely with the building to support facilities-related activities and ensure alignment on priorities and service delivery.
• Submit, track, and follow up on work orders and vendor repair requests, ensuring timely resolution of all workplace-related issues.
• Coordinate vendor access, accompany and escort vendors performing work within the office.
• Assist with invoice processing and documentation, ensuring accuracy and alignment with internal process and expense system.
• Maintain accurate and up-to-date records of vendor activity, service requests, contracts, warranties, and operational processes; audit data regularly.
• Conduct regular walkthroughs to proactively identify maintenance needs, service gaps, or presentation issues; escalate as appropriate.
• Manage and order daily lunches by working with our catering vendors.
• Manage and order weekly snacks and supplies from FreshDirect, Amazon, BJs, etc.

Workplace Presentation & Safety

• Maintain a high standard of workplace presentation by ensuring all meeting rooms and shared spaces are orderly, properly equipped, and ready for use at all times per firm specifications.
• Partner with staff from Helper, a building application, by providing oversight or guidance to their daily responsibilities (AM & PM). This includes submitting tickets as needed for Friday FreshDirect deliveries or any other facility task we may need throughout the month.
• Provide operational coverage in the absence of Helper, including unloading and reloading the dishwasher, resetting and preparing conference rooms, restocking kitchen snacks, beverages, and miscellaneous supplies, as well as managing laundry pick up and replenishing gym and locker room amenities to ensure seamless day-to-day office operations.

Communication & Continuous Improvement

• Facilitate clear and timely communication among employees, Property Management, and vendors.
• Identify and escalate occupant feedback and operational issues to drive resolution.
• Act as the go-to resource for miscellaneous office projects, assignments, and ad hoc needs as they arise.

Requirements

• Minimum of 2 years of professional experience required; experience within the finance or hospitality industry preferred.
• Proven ability to coordinate with office and facilities projects end-to-end with strong follow-through.
• Strong problem-solving skills with the ability to operate effectively in ambiguity.
• Detail-oriented with a demonstrated focus on process improvement.
• Excellent written and verbal communication skills with a high level of professionalism and presentation.
• Welcoming, engaging interpersonal style with a genuine commitment to hospitality and positive customer experience.
• High energy, adaptable, and excited to be the go-to person for the office.
• Promotes positive employer branding and maintains a safe, inclusive environment.
• Ability to make aesthetic decisions based on visual and sensory perception.
• Ability to move around office extensively, restock kitchen & pantries, and escort guests to meetings.
• Ability to manually lift up to 30 lbs.
• Flexibility and availability to support before- and after-hours meetings and activities as needed.

Compensation/Benefits:

• Up to 80K base + paid OT + discretionary bonus
• Generous benefits and great perks (gym on-site for employees, unlimited PTO, etc.)