Office Coordinator

Beacon Hill; New York (NY); On-site; USD 34,000 - 49,000; Full time

Job summary

Beacon Hill is seeking a Temporary Office Coordinator in New York, NY to support daily office operations and assist Executive Assistants with administrative and logistical tasks.

The role requires 5 days on-site with 8:00–8:15 AM to 5:30–6:00 PM hours, opportunities for paid overtime, and a flexible posture to adapt to leadership needs.

Qualifications

• High School Diploma or GED is required.
• Associates or Bachelor’s Degree is preferred.
• 1–3+ years of relevant administrative support experience.

Responsibilities

• Ensure the office is prepared at the start of each day, including setting up conference rooms and maintaining shared spaces.
• Oversee day-to-day office operations to maintain a clean, organized and efficient workspace.
• Restock office supplies and kitchen items, manage dishware and restrooms, and ensure supplies are stocked.
• Maintain a safe, secure, and welcoming environment for employees and visitors.
• Coordinate with building management, vendors, and external service providers; support moves and space planning.
• Process and submit expense reports through Concur for the CEO, EA, and investment team.

Skills

Experience 1–3 yrs

Education

HS Diploma

Assoc/Bach Degree

Job description

Salary: USD30 - USD30 per hour

Privately held global developer, owner, and operator of energy infrastructure assets based in Midtown East, Manhattan, is seeking to hire a Temporary Office Coordinator to play a key role in supporting daily office operations while providing administrative and logistical support to a team of Executive Assistants.

This position helps ensure seamless coordination across executive support functions, maintains organized office processes, and serves as a central point of contact for office-related needs. The Office Coordinator contributes to a professional, efficient, and well-run workplace by anticipating needs, managing priorities, and enabling Executive Assistants and leadership to operate effectively.

Requiring 5 days on-site from the hours of 8/8:15-5:30/6pm, there are paid overtime opportunities and a general flexibility needed.

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS:

Office Operations & Facilities Management

• 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.


• Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.


• Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked and in good condition.


• Maintain a safe, 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.


• Process and submit expense reports through Concur for the CEO, Executive Assistant, and investment team.


• Track and submit office-related expenses in a timely and accurate manner.


• Prepare, manage, and organize correspondence, documents, and meeting materials.

Executive & Team Support

• Provide direct support to the CEO, including handling occasional errands and time-sensitive business or personal tasks.


• Support visitors by greeting guests and ensuring high-quality in-office experience.


• Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.

Events & Culture

• 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.

REQUIRED QUALIFICATIONS

• High School Diploma or GED (Required)


• Associates or Bachelor’s Degree (Preferred)


• 1–3+ years of relevant experience in customer service or administrative support.

KNOWLEDGE, SKILLS AND ABILITIES:

• 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


• Event coordination and logistics management skills for meetings, lunches, and corporate events

PHYSICAL REQUIREMENTS:

• Ability to perform a combination of sedentary and active tasks, including sitting, standing, walking, lifting and carrying items up to 25–30 pounds, and performing routine office and manual duties (e.g., setting up spaces, restocking supplies), with sufficient mobility, manual dexterity, and communication ability to effectively support daily office operations.