Office Coordinator

Position : Office Coordinator

Duration : 6 Month Contract-to-Hire

Location : New York, New York

Pay Rate: $30-35/hr.

Start Date: ASAP

Benefits : Health, vision, dental, generous PTO, 401 and 401K matching

Company Overview:

The Office Administrator will support a large corporate office in New York, NY as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

Must Haves:

• Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
• 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)
• Experience with facilities management (i.e. ordering office supplies, inventory, facilities management coordination, etc.)
• Planning office events, ordering catering, holidays parties, etc.
• Maintaining office common spaces/kitchen area
• Polished and professional
• Warm/Welcoming personality
• Tech savvy
• Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
• Multi-line phone system experience
• MS Teams/Zoom/Slack or similar video conferencing or communication tools

Day to Day:

1. Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
2. Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
3. Preparing the office, catering, conference rooms etc. for visits from Executives ·
4. Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
5. Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
6. COORDINATION WITH FACILITIES · Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date. · Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples. · Coordination of Managed Print Service
7. COORDINATION WITH FACILITIES · Assists with procurement of approved office materials and supplies as required. · Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company. · Coordinates safety and compliance programs for office, including maintenance of office standards
8. COORDINATION WITH FACILITIES · Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.
9. Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.
10. COORDINATION WITH FACILITIES · Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to Code of Conduct and related policies and procedures.
11. Must possess a high level of professionalism, communication skills and positive attitude when interacting with colleagues, clients, guests and other employees in the office. Positive employee engagement is a priority.
12. Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
13. Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
14. Must be a strong team player, collaborative, with strategic thinking.