Office Coordinator

HireArt; New York (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

HireArt is assisting a fast-growing financial software startup by hiring an Office Coordinator to be the first point of contact for employees, guests, and candidates while helping create an exceptional workplace experience.

Based onsite in New York, NY, this is a full-time, contract-to-hire role focused on front desk reception, office operations, and vendor coordination. The ideal candidate is proactive, organized, and able to work independently.

Qualifications

• 3+ years of experience in office coordination, management, administration, or similar.
• Exceptional written, verbal, and interpersonal communication.
• Proactive, adaptable, and resourceful.
• Highly organized and attentive to detail.
• Able to collaborate effectively with diverse teams.
• Proficiency with Zoom, Slack, and Google Workspace is required.

Responsibilities

• Provide front desk reception and assist with day-to-day office operations.
• Manage front desk operations and vendor relationships with manager support.
• Own Envoy guest management system and integrate updates into workflows.
• Coordinate and order treats for Company Days and events.
• Handle employee questions and requests with minimal oversight.
• Coordinate with Onboarding Team for upcoming hires.
• Prepare desks for new hires and assist with terminations.
• Manage user accounts and keycards for access control system.
• Coordinate with building management for keycards and service requests.
• Submit service and maintenance requests via the service desk portal.
• Communicate building events to employees.
• Distribute approved branded merchandise as needed.
• Collect mail and alert employees for parcel pickup.
• Coordinate with snack/beverage vendor to stock pantries.
• Perform opening/closing office tasks.
• Restock restroom and printing supplies.
• Assist with other tasks as necessary.

Skills

Office coordination

Communication

Organization

Team collaboration

Tools

Zoom

Slack

Google Workspace

Job description

HireArt is helping a fast-growing financial software startup hire an Office Coordinator to serve as the first point of contact for employees, guests, and candidates while helping create an exceptional workplace experience.

In this role, you'll provide front desk reception support and assist with day-to-day office operations, ensuring the office remains organized, welcoming, and running smoothly.

The ideal candidate is proactive, organized, and resourceful, with the ability to work independently, manage multiple priorities, and deliver a polished, professional experience for employees and visitors alike.

As an Office Coordinator, you’ll:

• Provide an outstanding experience for anyone walking through the company’s doors, exhibiting confidence, polish, and professionalism when representing it or the People Team.
• Manage front desk operations/portions of office operations and vendor relationships, with support from the manager.
• Own Envoy guest management system and integrate updates into guest/candidate workflow.
• Coordinate/order special treats for Company Days and other office events.
• Navigate employee requests, questions, and complaints in a timely and accurate manner with little manager oversight.
• Coordinate with the Onboarding Team for upcoming new hires.
• Prepare desks for new hires and remove personal belongings for any terminations.
• Add/delete/change users and keycards for control access system.
• Partner with the building management team to:
  • Communicate new keycards requests to, and update employee information with, property management.
  • Submit service and maintenance requests through a service desk portal.
  • Communicate building events and activities to employee population
• Gather and hand out approved branded merchandise requests, as necessary.
• Collect all mail/packages and alert employees of parcels available for pick-up.
• Work with our snack & beverage vendor to ensure kitchen pantries are stocked and well maintained.
• Successfully complete opening and closing tasks throughout the office.
• Re-stock restroom and printing station supplies, as necessary.
• Assist with other tasks, as necessary.

Requirements

• 3+ years of experience in office coordination, management, administration, or similar
• Exceptional written, verbal, and interpersonal communication
• Proactive, adaptable, and resourceful
• Highly organized and attentive to detail
• Able to collaborate effectively with diverse teams
• Proficiency with Zoom, Slack, and Google Workspace is required

Commitment

This is a full-time, contract-to-hire position staffed via HireArt and based onsite in New York, NY.

HireArt values diversity and is an Equal Opportunity Employer.

We are interested in every qualified candidate who is eligible to work in the United States.

Unfortunately, we are not able to sponsor visas or employ corp-to-corp.

Company description

Carta's mission is to create more owners. A company of owners moves together toward the long-term outcomes of the business. It is a company that solves problems together, grows together, and reaps the rewards of all that hard work together. And the more people that benefit from the outcomes of a business, the more people have the financial freedom to start their own. Democratizing access to ownership also democratizes opportunity for innovation.

We see an opportunity to expand ownership so that everyone has the opportunity to own a portion of what they build. That’s why we built the infrastructure to make it as cheap and easy to issue equity as it is to run payroll. It’s why we’re lowering the barriers to start investing through software. And it’s why we will always provide the education and tools necessary for owners everywhere. We believe that by providing the infrastructure that fuels innovation, we lower the barriers to entry and move the world forward into an era of ownership.https://carta.com/