Office Coordinator

26-04132

$34.00

Schedule/Daily: 8:30a - 4:30p M-F

In this position you will serve as the face of the brand as the front desk receptionist and facilitator of all office-related matters. In addition to greeting visitors, handling incoming calls, and performing general administrative duties for the front desk and office as a whole, you will manage key internal communications, in-office events, and hospitality. The office coordinator will also serve as operational support to the NY Region.

1) Manage Front Desk Operations

• Act as gatekeeper to general inquiries
• Direct guests, visitors, and clients to appropriate destinations within the office
• Receive mail, packages, and food deliveries
• Field general office operations questions from employees
• Provide information to callers and direct them to the appropriate person or department
• Troubleshoot issues and arrange repairs for office equipment

2) Manage Daily Office Activities of NYC Field Office

• Manage and maintain office supply inventory
• Track product inventory and maintain spreadsheets
• Oversee porter daily tasks (restocking pantry, coffee, milk, snacks)
• Issue access control key fobs for employees
• Set up new hire desks with necessary supplies
• Order and restock office supplies (bi-weekly)

3) General Housekeeping (in partnership with porter)

• Maintain printing stations, mail room, kitchen, bar, and conference rooms
• Coordinate cleanup for events and meetings with relevant executive assistants and support staff
• Manage trash and recycling procedures
• Address janitorial concerns with vendors and on-site staff

4) Meeting Facilitation and Coordination

• Book and prepare meeting rooms
• Create agendas and presentations based on direction from senior staff
• Ensure meeting deliverables are met through coordination with stakeholders and vendors

5) Ticket Operations and Distribution Support

• Coordinate distribution of company-sponsored events and third-party partner allocations
• Troubleshoot database issues
• Track and report ticket usage in Excel
• Standardize communications with stakeholders and requestors

• 1-2 years of work experience
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Ability to manage multiple projects simultaneously
• Ability to plan and execute events and social engagements
• Process-oriented with strong attention to detail
• Comfortable working with multiple managers and personality types
• Able to work independently and proactively
• Highly organized and able to multitask in a fast-paced environment
• Quick learner with the ability to take on new tasks efficiently

• Experience with administrative and clerical tasks
• Knowledge of office management, procedures, A/V equipment, and basic technology #ZR