Office Coordinator

Northbound Executive Search; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

A recruitment agency is seeking a highly organized Office Coordinator in New York City to support daily operations and facilities management. The successful candidate will oversee office vendors, manage supplies, and ensure a clean and efficient workspace. Experience in office coordination and strong organizational skills are required. The role involves budget tracking and collaboration with various teams to enhance the employee experience. This position offers the chance to play a key role in maintaining an optimal workplace environment.

Qualifications

• 2+ years of experience in office coordination, facilities support, or workplace operations.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Experience working with vendors and tracking budgets or expenses.
• Hands-on, proactive approach to workplace maintenance and operational support.
• Excellent communication skills and ability to collaborate cross-functionally.

Responsibilities

• Oversee third‑party office vendors for compliance with project scope.
• Maintain and enhance the physical workspace with the Facilities Manager.
• Order and manage office supplies and pantry items.
• Conduct daily walkthroughs for cleanliness and operational readiness.
• Coordinate internal office moves and logistics.
• Support budget forecasting and expense reporting.
• Manage event setups to meet requirements.

Skills

Organizational skills

Vendor management

Budget tracking

Communication skills

Communication

Job description

We are seeking a hands‑on, highly organized Office Coordinator to support daily workplace operations and facilities management. This role is responsible for maintaining an efficient, well‑organized office environment while partnering with Facilities, IT, Security, and Global Workplace teams to ensure optimal functionality and employee experience.

Responsibilities

• Oversee third‑party office vendors to ensure project scope, service levels, and timelines are met.
• Partner with the NY Facilities Manager to maintain and enhance the physical workspace, supporting aesthetic and functional improvements.
• Order, stock, and manage office supplies, pantry items, and event materials; maintain accurate inventory levels.
• Conduct daily walkthroughs to ensure cleanliness, organization, and operational readiness of all common areas and workspaces.
• Coordinate and execute internal office moves, including planning, logistics, and light physical relocation of furniture and equipment.
• Support budget forecasting, track expenses, and prepare variance reporting related to facilities and office operations.
• Manage event setups, including arranging tables, chairs, and equipment to meet internal meeting and event requirements.

Qualifications

• 2+ years of experience in office coordination, facilities support, or workplace operations.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Experience working with vendors and tracking budgets or expenses.
• Hands‑on, proactive approach to workplace maintenance and operational support.
• Excellent communication skills and ability to collaborate cross‑functionally.