Office Experience & Operations 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 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.