Office Coordinator at Midtown Investment Firm

Our client, a reputable global investment firm, is looking for an Office Coordinator for their Midtown office. This individual will play a critical role in ensuring the office runs seamlessly day-to-day, taking ownership of office operations. The ideal candidate is hands-on, resourceful, and takes pride in maintaining a polished, well-functioning environment with a “can do” attitude. This is a great opportunity for someone who enjoys being a key contributor to team culture, performing a variety of tasks. This role is in the office 5x / week.

• Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.
• Ensure the office is fully prepared and operational at the start of each day, including setting up conference rooms and maintaining shared spaces such as the in-office shower and changing areas.
• Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked.
• Maintain a secure and welcoming work environment for employees and visitors at all times.

• Develop and maintain strong relationships with building management, vendors, and external service providers.
• Coordinate with contractors, landlords, and real estate agents in partnership with the CFO and Special Projects Manager.
• Support office space planning and infrastructure needs, including office moves, workstation changes, and expansions.

• Track and submit office-related expenses in a timely and accurate manner.
• Prepare, manage, and organize correspondence, documents, and meeting materials.
• Process and submit expense reports for the office as needed.

• Support visitors by greeting guests and ensuring high-quality in-office experience.
• Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.
• Provide support to the CEO when needed, including handling occasional errands and time-sensitive business or personal tasks.

• Lead the planning and execution of in-office events, including weekly team lunches, catering coordination, and corporate dinners.
• Partner with the Special Projects Manager on large-scale corporate events such as offsites, conferences, and investor events.

• 1-3+ years of relevant experience in customer service or administrative support
• Understanding of general office operations, administrative procedures, and facilities coordination
• Familiarity with expense management processes and tools such as Concur
• Basic knowledge of vendor management, workplace safety standards, and office services coordination
• Proficiency in standard business software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
• Excellent verbal and written communication skills with a professional and service-oriented approach
• High attention to detail and ability to maintain accuracy in administrative and financial tasks
• Problem-solving skills with the ability to anticipate needs and address issues proactively
• Strong interpersonal skills and ability to build relationships with employees, vendors, and leadership