Our client is a design firm that believes in the concept that architecture can act as a connection among nature, culture, and communities, and that beautifully designed environments can enhance people's well-being. Their portfolio spans the globe, encompassing a diverse array of projects, including everything from small cabins to skyscrapers, residential developments to educational and cultural institutions, museums and exhibition spaces, places of worship, creative production facilities, urban planning, and interior design.
We are currently in search of an Office Coordinator for the New York City location. This engaging on-site position supports everyday office functions and offers vital administrative assistance across various tasks. Serving as the primary point of contact for employees, clients, and visitors, the Office Coordinator is instrumental in fostering a welcoming, professional, and efficient atmosphere.
Primary Responsibilities:
- Office & Administrative Support:
- Manage incoming and outgoing mail, deliveries, and courier services, including unboxing and distributing packages promptly
- Maintain a clean, organized, and clutter-free office, including the kitchen, conference rooms, restrooms, desks, and storage areas. This includes taking out trash and recycling, breaking down boxes, and running the community dishwasher, as needed
- Monitor and restock kitchen, bathroom, and office supplies
- Set up conference rooms for meetings, Zoom calls and clean up afterwards
- Provide light maintenance for office equipment such as printers and plotters
- Support the upkeep of the materials library
- Prepare new hire workstations for a smooth and welcoming first day
- Coordinate catering and refreshments for meetings and office events
- Maintain records of receipts and event-related expenses and submit them to the finance team regularly
- Adjust schedule as needed to support early/late events, meetings, and deadlines.
- Reception & Front Desk Duties:
- Support a high-quality guest and staff experience through thoughtful communication and responsiveness
- Answer and route incoming calls; manage visitor check-ins
- Maintain a professional and inviting reception area
- Event Planning:
- Plan and coordinate food, beverage, and logistics for internal and external meetings, including researching vendors
- Help plan and organize office events and celebrations in collaboration with team members and vendors
- Be available for events and meetings outside standard office hours as needed.
- Vendor & Facility Coordination:
- Communicate with building management regarding maintenance, trash pickup, deliveries, and building access C
- oordinate janitorial services and manage cleanliness standards S
- chedule repairs and upkeep for office equipment, appliances, and HVAC equipment L
- iaise with local IT vendor and in-house IT team to manage technology equipment, maintenance, and ordering
R
equired Skills, Experience, and Education
- M
- inimum 3 years of experience in office support, administration, or a related field E
- xperience coordinating meetings, meals, or office events P
- roven ability to manage time and competing priorities effectively C
- omfortable with digital tools, especially:
- I
- ntermediate to Advanced: MS Outlook, MS Teams, Web Browsers B
- eginner to Intermediate: MS Word, Excel, ERP systems (Deltek a plus)
N
ice to HaveE
- xperience in architecture, design, engineering, construction, or creative environmentsB
enefitsA
t the time of this posting, the hiring range for this position in New York City is between $53,000 and $65,000 annually. Final salary decisions are made based upon the extent and relatedness of the candidate's education and experience and considering internal equity and external market factors.A
ll applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.
