About the Role

We're seeking a detail-oriented Office Coordinator to support our Workplace team and be the heartbeat of our NYC office operations. This person will report into the current Office Manager. As the first face visitors see and the go-to person for our team's daily needs, you'll create an environment where creativity and productivity thrive. This role combines the precision of facilities management with the warmth of hospitality.

The ideal candidate thrives in a dynamic environment where no two days are the same, bringing both meticulous organizational skills and a natural talent for making people feel welcome. From managing confidential documents to coordinating team experiences, your attention to detail and proactive approach will ensure our workplace supports our team's best work.

Listen to the song we made about the role! https://suno.com/s/Xvlkl9u53fQxJzIq

What You’ll Do

Administrative Management:

• Process and maintain NDAs, waivers, and contracts

• Serve as onsite coordinator for guests and candidates

• Handle incoming/outgoing package shipments

• Scan and distribute incoming mail to appropriate teams

• Manage digital and physical filing systems

• Serve as primary point of contact for vendors and service providers

• Establish and negotiate partnerships with local hotels and vendors

• Support visiting executives and special projects

Office Operations & Facilities:

• Oversee office maintenance and promptly address facility issues

• Maintain daily office cleanliness and organization

• Manage security system including badges and camera monitoring

• Manage onsite music studio, support partnerships team in hosting artists

• Provide plant care and maintenance throughout the office

• Monitor and stock food/beverage supplies

• Coordinate daily lunch program including setup, service, and cleanup

• Maintain office supply inventory

• Process incoming and outgoing mail/packages

• Manage guest and visitor access, including registration with building security

• Oversee AV systems setup and troubleshooting

• Coordinate device procurement and inventory

Team Experience:

• Plan and execute team events and activities

• Create a welcoming environment for employees and visitors

• Support office culture initiatives

• Support the talent acquisition team through onsite coordination

• Support new hire onboarding

What You’ll Need

• 1-2 years of experience in office management or facilities coordination

• Strong organizational and multitasking abilities

• Excellent interpersonal and communication skills

• Experience managing vendor relationships

• Proficiency with office management software and digital tools

• Problem-solving mindset with ability to work independently

• Detail-oriented approach with a proactive attitude

• Comfort with dynamic environments and changing priorities

• A love of music is a huge plus

Additional Notes:

• Applicants must be eligible to work in the US.

• This is an in person role working at our NYC office

• This is a 3 month contract with the possibility to extend or convert to full time