About the role
Orange Barrel Media is seeking a highly organized, proactive, and personable Office Coordinator to manage the daily office operations and provide logistical support to the CEO.
This role is ideal for someone who enjoys creating a welcoming, well-organized workplace, takes pride in the details, and thrives in a dynamic environment. The Office Coordinator will be responsible for ensuring the office runs smoothly, supporting employees with daily workplace needs, coordinating vendors and services, and assisting with a variety of administrative and logistical tasks.
What you'll do
Office Operations
- Oversee daily office operations to ensure a clean, organized, welcoming, and well-stocked workplace
- Coordinate daily catered lunches for NYC employees, including managing orders, deliveries, setup, cleanup, and communication with vendors
- Maintain inventory and order office supplies, snacks, beverages, kitchen essentials, and other workplace necessities
- Serve as the primary point of contact for building management, maintenance personnel, cleaning services, and other office vendors
- Coordinate office maintenance, repairs, and service appointments, ensuring issues are addressed promptly
- Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments and courier services
- Maintain the overall appearance and organization of common areas, conference rooms, kitchen spaces, and other shared office areas
- Assist with planning and coordinating office events
- Identify opportunities to improve office processes, organization, and the overall employee experience
Administrative Support
- Greet and welcome visitors, clients, and business partners, ensuring a professional and hospitable experience
- Prepare conference rooms and meeting spaces for internal and external meetings, including coordinating refreshments, supplies, and room setup
- Assist with on-site meeting logistics, including catering, deliveries, and vendor coordination
- Provide general administrative and logistical support to the NYC team as needed
- Coordinate with the Executive Assistant to the CEO on occasional on-site logistical needs and special requests
Qualifications
- 2+ years of experience in office coordination, administrative support, hospitality, or a related role preferred
- Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously
- Friendly, professional, and approachable demeanor with a strong customer-service mindset
- Self-motivated and resourceful, with the ability to work independently and anticipate needs
- Excellent written and verbal communication skills
- Strong problem-solving skills and the ability to adapt to changing priorities
- Comfortable working with executive leadership and handling confidential matters with discretion
- Ability to work on-site in our New York City office five days per week