Office Coordinator (Part Time)

Alter Domus; Town of Carmel (NY); On-site; USD 25,000 - 39,000; Part time

Benefits offered by this job

Alter Domus Academy

Flexible holidays

Birthday day off

Employee Share Plan

Job summary

Alter Domus Carmel US is seeking a Part-Time Office Coordinator to be the welcoming face for visitors and to support the Facilities and Office Support teams. The role covers front desk reception, mail and shipping, meeting coordination, onboarding, and daily office operations in a fast-paced environment.

The ideal candidate has at least 2 years of customer service experience, excellent communication, and solid Microsoft Office proficiency; the schedule is three days on site (Tue-Thu) from 8:30am

Qualifications

• At least 2 years of experience in a customer service or professional office environment.
• Responsive, friendly, professional, and proactive communication.
• Excellent written and verbal communication skills; high proficiency in Microsoft Office.
• Ability to visit multiple office areas and run errands locally.
• Deadline-driven with strong attention to detail.
• Ability to quickly learn new concepts in a fast-paced team.

Responsibilities

• Reception and Front Desk: Manage the reception desk, greet visitors, sign in guests, and direct them appropriately.
• Answer calls professionally, provide assistance, and transfer to the right department.
• Support an office with day-to-day administrative needs for 50+ employees.
• Mail, Packages, and Shipping: Sort mail, log inbound packages, and coordinate outbound shipments.
• Office Operations and Facilities: Maintain clean/stocked spaces and report maintenance needs.
• Meeting and Event Support: Coordinate meeting setup, catering, and logistics.
• New Employee Onboarding: Welcome hires, prep workspaces, and coordinate with HR/IT.
• Reporting Relationship: Reports to Manager of Office Support Services; collaborate with HR/IT.

Skills

Customer service

Office administration

Microsoft Office

Data entry

Communication

Attention to detail

Organizational skills

Multitasking

Job description

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As a world leading provider of integrated solutions for the alternative investment industry, Alter Domus (meaning “The Other House” in Latin) is proud to be home to 90% of the top 30 asset managers in the private markets, and more than 6,000 professionals across 24 jurisdictions.

With a deep understanding of what it takes to succeed in alternatives, we believe in being different in what we do, how we work, and most importantly in how we enable and develop our people. Invest yourself in the alternative, and join an organization where you progress on merit, where you can speak openly with whoever you are speaking to, and where you will be supported along whichever path you choose to take.

Find out more about life at Alter Domus at careers.alterdomus.com

JOB DESCRIPTION:

As a Part Time Office Coordinator based in Carmel US, you will be the face of Alter Domus, creating a positive and professional first impression for all visitors, clients, and partners. In addition to managing the front desk, your role extends beyond reception duties — you will be a key contributor to the Facilities team, taking ownership of administrative processes, supporting financial oversight, and driving the successful delivery of internal projects.This is a varied and dynamic position that requires someone who is highly organized, proactive, and able to juggle multiple responsibilities with a positive attitude.

Your responsibilities

Reception and Front Desk

• Manage the reception desk and give visitors, clients, vendors, and employees a professional, welcoming experience.
• Greet and sign in guests, notify hosts of arrivals, and direct visitors to the right location.
• Answer incoming calls professionally, provide assistance, take accurate messages, and transfer calls to the right person or department.
• Support an office of 50+ employees with day-to-day administrative and operational needs.

Mail, Packages, and Shipping

• Sort and distribute incoming mail and deliveries daily.
• Receive, log, and distribute inbound packages and courier deliveries.
• Prepare and coordinate outbound shipments, including FedEx, and make sure they are labeled, documented, and sent on time.

Office Operations and Facilities

• Keep the reception area, break rooms, and conference rooms clean, stocked, and presentable.
• Monitor office equipment (such as printers, copiers, and scanners) and report malfunctions or maintenance needs to the right vendor or internal contact.
• Maintain an inventory of office, kitchen, and break room supplies and report ordering needs in a timely way.
• Work with vendors and building management on service requests and general facility issues.

Meeting and Event Support

• Coordinate meeting requirements, including conference room setup, catering deliveries, and meeting supplies.
• Coordinate internal office events, such as team meetings, employee gatherings, and office celebrations, including logistics, vendor coordination, and on-site support.
• Help internal groups with event planning and execution.Make sure meeting and event spaces are ready, tidy, and working before and after use.

New Employee Onboarding

• Take part in new employee onboarding, including welcoming new hires on their first day and giving them an office orientation.
• Help prepare workspaces and supplies, and coordinate with HR, IT, and hiring managers so new hires have what they need.
• Explain office procedures, such as building access, supplies, conference room booking, and mail and shipping.

Reporting Relationship

• Reports to the Manager of Office Support Services.
• Works closely with HR, IT, facilities, and other internal teams.

Your Profile

• At least 2 years of experience in a customer service or professional office environment
• Responsive, friendly, professional, and proactive communication approach
• Excellent written and verbal communication skills;High proficiency and accuracy in data entry and use of Microsoft Office Suite (i.e. Word, Excel, MS Teams and Outlook)
• Ability to visit multiple office areas, and run errands locally
• Deadline-driven and highly organized workstyle with exceptional attention to detail
• Ability to quickly learn new concepts and excel in a fast-paced, dynamic team environment.

Please note: This is a part-time position. The expected schedule is three days a week on site, typically Tuesday to Thursday, between 8:30am and 5:30pm. We will discuss the working pattern in more detail at interview.

WHAT WE OFFER:

We are committed to supporting your development, advancing your career, and providing benefits that matter to you.

Our industry-leading Alter Domus Academy offers six learning zones for every stage of your career, with resources tailored to your ambitions and resources from LinkedIn Learning.

Our global benefits also include:

• Support for professional accreditations
• Flexible arrangements, generous holidays, plus an additional day off for your birthday!
• Continuous mentoring along your career progression
• Active sports, events and social committees across our offices
• 24/7 support available from our Employee Assistance Program
• The opportunity to invest in our growth and success through our Employee Share Plan

Alter Domus is an Equal Opportunity Employer: Equity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.