Office Coordinator, US

MUBI; New York (NY); Hybrid; USD 58,000 - 74,000; Full time

Job summary

MUBI is seeking an Office Coordinator to manage our newly opened New York office, ensuring a smooth, welcoming, and efficient space for ~30 staff. You will own day-to-day operations, vendor relationships, and post-renovation projects while reporting to the Global Office Operations Manager in London.

This hybrid role requires in-person presence four days a week, with a focus on building a productive, collaborative office culture and a seamless experience for new hires and visitors.

Qualifications

• Experience in an office management, workplace experience, hospitality, or coordination role.
• Comfort managing vendors, contractors, and building relationships independently.
• Curious, open-minded, collaborative and team-focused.
• Energetic host who enhances office culture and experience.
• Able to handle high volume requests with prioritization.
• Proven ability to set expectations with clear status updates.
• Detail-oriented, proactive problem solver who avoids escalations.
• Experience managing office budgets and optimizing spend without compromising experience.

Responsibilities

• Oversee day-to-day office operations in the NYC space.
• Manage mail and packages end to end, including shipping and COIs.
• Be the first point of contact for facilities issues and coordinate vendors.

Skills

Vendor management

Facilities coordination

Hospitality

Office operations

Event planning

Team collaboration

Communication

Expense tracking

Tools

Slack

Google Workspace

Ramp (expense tracking)

Job description

About MUBI

MUBI is a global streaming service, production company and film distributor dedicated to elevating great cinema. To make this possible, we create, curate, acquire and champion visionary films, bringing them to audiences all over the world. We have a team of brilliant, dedicated and passionate people to help bring our mission to life. From London to New York, Istanbul to Paris, and Berlin to Mexico - we work together to realize MUBI’s vision.

That’s where you come in! Join our global team and help us make great cinema accessible to everyone, everywhere.

About the role

We’re looking for an Office Coordinator to manage our newly opened New York office. You’ll own the running and curation of our physical space, management of vendors and the building relationships behind it. You’ll also manage the day-to-day experience of everyone who works from or visits it. You'll report to our Global Office Operations Manager based in our London office, and work closely with our New York team of around 30 people.

We're looking for someone who takes real pride in running a great office, who is hands-on and detail-oriented about the practical side of the job, and is invested in building a space and a culture that people genuinely love being part of.

We work hybrid-remote but as this role is primarily an in-person position, we expect someone to be at the office at least 4 days every week. Our core days are Tuesday, Wednesday and Thursday, so this is when the office will usually be at its busiest!

Where you’ll have impact:

Running the office day to day

• Keep the office stocked, clean and running smoothly - kitchen and pantry supplies, bathroom and first-aid stock, and ensuring meeting rooms are always ready to use.

• Own mail and packages end to end: receiving, notifying recipients, and coordinating outbound shipping and freight, including COIs and freight elevator bookings.

• Be the first point of contact for facilities issues - internet/wifi, building systems, general repairs - triaging and looping in the right vendor or building manager where needed.

Vendors, building & space projects

• Manage our day-to-day vendor relationships (cleaning, waste and recycling, internet, storage) to keep service consistent and resolve issues quickly.

• Own the relationship with our landlord and property management team as the primary building point of contact, and source general office equipment and supplies with a good eye for value.

• Bring our final post-renovation projects over the line - conference room AV setup and a use guide for the team, curtain installation, the mailroom build-out - and partner with designers and vendors on what comes next.

New hire & visitor experience

• Own the in-office experience for every new NYC hire: building access with ButterflyMX, desk assignment and setup, wifi, and a welcome tour.

• Host our scheduled office visitors and keep the space guest-ready at all times.

Culture & communication

• Plan and run a year-round social calendar and seasonal events that bring the NYC office together.

• Keep the team in the loop with regular updates in our nyc-office Slack channel, and keep our office access and operations guide current and circulated.

Executive support

• Provide administrative support to senior executives in New York on an ad-hoc basis

What you will bring:

• Experience in an office management, workplace experience, hospitality, or coordination role, ideally supporting a team of a similar size.

• You’re comfortable managing vendors, contractors, and building relationships independently, with sound judgment on when to elevate.

• How you show up is so important to this role. You’re curious about people, you’re open-minded, you’re collaborative and you make the effort to get to know the team, not just plan things for them.

• You bring energy to the office, events and culture work you lead, bringing a cohesive presence across all teams.

• You’re a natural host who's always thinking about small ways to make the office better - a more comfortable space, a thoughtful welcome, a smarter system.

• You’re comfortable navigating a high volume of requests while still prioritizing what matters the most; proactively and reactively.

• You’re confident setting expectations and clear status updates with team requests in a way that stays warm and reinforces partnerships.

• You’re diligent and detail-oriented - you spot the small things before they become problems, solve those problems efficiently, and follow through without being chased.

• You have the professional expertise to manage office budgets and spend, looking for ways to consolidate and optimise our spend where we can without compromising on experience or efficiency.

• You’re familiar with tools like Slack, Google Workspace, and basic expense/procurement tracking (e.g. Ramp).

• Nice to have: Experience opening, moving, or reconfiguring an office space to the needs of our team.

• Nice to have: Experience supporting senior executives with administration and organization

We want to make cinema accessible to everyone. We believe people from different backgrounds bring different ideas that foster innovation and engagement, allowing us to attract great people to develop the best experience for our users.

MUBI is committed to being an Equal Opportunity Employer. That means it's our responsibility to ensure that all candidates are not discriminated against in our hiring processes and our employment decisions based on their race, color, religion, nationality or ethnic origin, age, gender identity or expression, sex, marital status, physical or mental disability, socioeconomic background, sexual orientation, family or parental status, or any other applicable characteristic.