Office Coordinator

Zebra; New York (NY); On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

4-day work week

Generous PTO

Healthcare coverage

Job summary

Zebra in New York seeks an Office Assistant/Office Coordinator to manage NYC office operations, front desk interactions, and marketing support. This entry-level role emphasizes organization, timely records, and high-quality work in a collaborative design environment.

Responsibilities include coordinating admin tasks for staff, managing supplies, preparing meeting spaces, assisting with proposals using InDesign, and supporting project teams with calendars and events.

Qualifications

• Entry-Level position for Office Assistant/Coordinator.
• Experience with Accounting Software, Adobe Creative Suite, and Microsoft Office Suite.

Responsibilities

• Oversee day-to-day operations, organization, and maintenance of the NYC office.
• Support Directors with day-to-day administrative tasks and office coordination.
• Order and maintain office inventory, pantry supplies, beverages, coffee, and office equipment.
• Coordinate building-related requests with property management and security.
• Ensure the office remains clean, organized, and welcoming.
• Coordinate refreshments and hospitality for meetings and events.
• Assist with calendar coordination and meeting scheduling for office leadership.
• Assist with proposals, marketing collateral, and research for client development.

Skills

Accounting Software

Adobe Creative Suite

Microsoft Office Suite

Tools

Adobe InDesign

Job description

Position: Office Assistant / Office Coordinator

Location: New York

Type: Monday–Thursday, In-Office (32 hours per week w/ full benefits)

Experience: Entry-Level

Reports to: Director

Compensation: $48,000-$58,000

Heritage:

Zebra is a global architecture and interior design practice with a team of more than 300 professionals across offices in London, Dubai, Phoenix, New York, Hong Kong, Toronto, Riyadh, Mexico City, Sydney. With an extensive portfolio spanning retail and hospitality, we have successfully delivered projects in over 90 countries. Our teams become true extensions of our clients' businesses, immersing themselves in each brand to create innovative, commercially driven design solutions. From concept development through to technical delivery and construction, we provide a fully integrated design service that ensures quality, consistency, and attention to detail at every stage.

Description:

The Office Coordinator is motivated, reliable, responsible and organized. This role manages all the administrative needs of the office, staff and clientele. This involves being organized, managing priorities, anticipating needs, keeping accurate records and producing work of the highest quality in a timely manner.

Key Responsibilities:

Office Operations & Administration:

• Oversee the day-to-day operations, organization, and maintenance of the NYC office. Support Directors with day-to-day administrative tasks and office coordination.
• Order and maintain office inventory, pantry supplies, beverages, coffee, and general office equipment.
• Track and order routine office and basic IT supplies (headsets, keyboards, batteries, office accessories, etc.).
• Coordinate building-related requests with property management, security, and the building superintendent, including access cards, HVAC requests, door/window repairs, and general maintenance.
• Ensure the office remains clean, organized, professional, and welcoming.
• Identify opportunities to improve office organization, efficiency, and day-to-day processes.
• Manage office service vendors, including coffee service, printers, shipping, cleaning, and other office support providers.
• Create and maintain office checklists, ordering forms, and inventory tracking systems.
• Organize and maintain office records, architectural resource libraries, and shared digital filing systems.

Front Office & Client Experience:

• Welcome clients, consultants, vendors, and visitors professionally.
• Manage the reception area and create a polished first impression for guests.
• Prepare conference rooms before meetings and reset them afterward.
• Coordinate refreshments and hospitality for meetings and office events.
• Answer general office phone calls and direct inquiries appropriately.
• Coordinate incoming and outgoing mail and deliveries.

Marketing & Business Development Support:

• Assist with the preparation of proposal packages, presentation materials, and marketing collateral.
• Support the Business Development team with credentials packages using Adobe InDesign.
• Assist with maintaining promotional materials, brochures, business cards, signage, and presentation libraries.
• Conduct online research on retail, restaurant, hospitality, and workplace brands, industry trends, and prospective clients.
• Organize and maintain client, consultant, vendor, and contact databases.

Administrative Support:

• Assist Project Managers and Directors with document preparation, formatting, and basic correspondence.
• Prepare draft meeting agendas, reports, and presentation documents.
• Assist with calendar coordination and meeting scheduling for office leadership.
• Coordinate business, educational, networking, and social events for the NYC office.
• Arrange travel accommodations for staff when needed.
• Experience with Accounting Software, Adobe Creative Suite, Microsoft Office Suite.

Compensation:

• Highly Competitive Salary based on experience.
• Offering a four(4) day work week. Generous PTO for full-time employees
• Employer contribution to Healthcare provided for qualifying employees