Office & People Coordinator

NationsBenefits; New York (NY); Hybrid; USD 50,000 - 65,000; Full time

Job summary

NationsBenefits is seeking an organized Office & People Coordinator to help keep our New York office running smoothly and create a welcoming workplace for ~30 employees. You’ll balance office operations with light HR responsibilities in a primarily in-office role with one remote day per week.

The ideal candidate is proactive, detail-oriented, and service-minded, with strong communication and ownership. You’ll support vendors, onboarding, events, and daily employee needs in a dynamic healthcare

Qualifications

• 1–4 years in office administration, workplace experience, facilities, hospitality, or related field
• Strong organizational skills and attention to detail
• Proactive with ownership and follow-through
• Warm, professional, and service-oriented personality
• Strong written and verbal communication
• Ability to manage multiple priorities in a fast-paced environment
• Resourceful and solutions-oriented
• Able to handle confidential information discreetly
• Comfortable learning new systems and tools
• Preference for in-office support with occasional remote day

Responsibilities

• Serve as the primary point of contact for day-to-day office operations and facilities needs.
• Ensure the office is organized, functional, well-stocked, and welcoming.
• Manage office supplies, kitchen/pantry inventory, furniture, equipment, and general office needs.
• Coordinate building access, badges, keys, maintenance requests, repairs, deliveries, and service appointments.
• Partner with landlords, property management, building staff, cleaning services, and other vendors.
• Manage vendor relationships, office documentation, invoices, and recurring services.
• Coordinate mail, packages, couriers, and incoming deliveries.
• Support office safety, security, furniture installations, office moves, and other facilities projects.
• Coordinate monthly company lunches, including vendors, ordering, dietary needs, setup, and cleanup.
• Support office events, celebrations, team activities, birthdays, and employee engagement initiatives.
• Prepare workspaces, badges, supplies, and onboarding needs for new employees.
• Identify ways to continuously improve the employee and workplace experience.
• Provide administrative support to the HR/People team.
• Assist with onboarding and offboarding processes.
• Coordinate new-hire paperwork, access, equipment, and onboarding logistics.
• Maintain employee records and documentation as appropriate.
• Support benefits administration, HR communications, and routine People Operations processes.
• Handle confidential employee and company information with discretion.
• Assist with HR projects and initiatives as needed.
• Provide general administrative support to the office and leadership team.
• Welcome visitors and provide a professional guest experience.
• Coordinate meetings, visitors, deliveries, and occasional office scheduling.
• Maintain organized records, files, vendor information, and office documentation.
• Support Special Projects And Other Administrative Needs As Required.

Skills

Organizational skills

Attention to detail

Ownership

People-oriented

Written and verbal communication

Multitasking

Resourceful

Discretion with confidential info

Microsoft Office

Willingness to learn new systems

Tools

Microsoft Office

Job description

NationsBenefits is recognized as one of the fastest-growing companies in America and a Healthcare Fintech provider of supplemental benefits, flex cards, and member engagement solutions. We partner with managed care organizations to provide innovative healthcare solutions that drive growth, improve outcomes, reduce costs, and bring value to their members.

Through our comprehensive suite of innovative supplemental benefits, fintech payment platforms, and member engagement solutions, we help health plans deliver high-quality benefits to their members that address the social determinants of health and improve member health outcomes and satisfaction.

Our compliance-focused infrastructure, proprietary technology systems, and premier service delivery model allow our health plan partners to deliver high-quality, value-based care to millions of members.

We offer a fulfilling work environment that attracts top talent and encourages all associates to contribute to delivering premier service to internal and external customers alike. Our goal is to transform the healthcare industry for the better! We provide career advancement opportunities from within the organization across multiple locations in the US, South America, and India.

Office & People Coordinator

Location: New York City, NY

Division: Vision

Department: Human Resources

Employment Type: Full-time

Work Arrangement: Primarily in-office, Monday–Friday, with the possibility of 1 remote day per week based on business needs and performance.

About The Role

We are looking for a highly organized, proactive, and people-oriented Office & People Coordinator to help keep our New York office running smoothly while creating a welcoming, engaging, and positive workplace experience for a team of approximately 30 employees.

This is a hands-on role for someone who enjoys taking ownership, solving day-to-day problems, supporting employees, coordinating vendors and facilities, and helping create an office environment where people feel supported and connected.

The ideal candidate is reliable, resourceful, detail-oriented, service-minded, and comfortable balancing office operations with employee-facing and light HR responsibilities.

What You’ll Do

Office & Facilities Management

Serve as the primary point of contact for day-to-day office operations and facilities needs.

Ensure the office is organized, functional, well-stocked, and welcoming.

Manage office supplies, kitchen/pantry inventory, furniture, equipment, and general office needs.

Coordinate building access, badges, keys, maintenance requests, repairs, deliveries, and service appointments.

Partner with landlords, property management, building staff, cleaning services, and other vendors.

Manage vendor relationships, office documentation, invoices, and recurring services.

Coordinate mail, packages, couriers, and incoming deliveries.

Support office safety, security, furniture installations, office moves, and other facilities projects.

Employee Experience & Culture

Help create a welcoming, collaborative, and positive office environment.

Serve as an approachable resource for employees with day-to-day office questions.

Coordinate monthly company lunches, including vendors, ordering, dietary needs, setup, and cleanup.

Support office events, celebrations, team activities, birthdays, and employee engagement initiatives.

Prepare workspaces, badges, supplies, and other onboarding needs for new employees.

Identify ways to continuously improve the employee and workplace experience.

HR & People Operations Support

Provide administrative support to the HR/People team.

Assist with onboarding and offboarding processes.

Coordinate new-hire paperwork, access, equipment, and onboarding logistics.

Maintain employee records and documentation as appropriate.

Support benefits administration, HR communications, and routine People Operations processes.

Handle confidential employee and company information with discretion.

Assist with HR projects and initiatives as needed.

Administrative Support

Provide general administrative support to the office and leadership team.

Welcome visitors and provide a professional guest experience.

Coordinate meetings, visitors, deliveries, and occasional office scheduling.

Maintain organized records, files, vendor information, and office documentation.

Support Special Projects And Other Administrative Needs As Required.

What We’re Looking For

Approximately 1–4 years of experience in office administration, workplace experience, facilities, hospitality, HR coordination, or a related field.

Strong organizational skills and attention to detail.

Proactive mindset with a strong sense of ownership and follow-through.

Warm, professional, approachable, and service-oriented personality.

Strong written and verbal communication skills.

Ability to work effectively with employees, vendors, building management, and external partners.

Ability to manage multiple priorities in a fast-paced environment.

Resourceful and solutions-oriented approach.

Ability to handle confidential information with discretion.

Proficiency with Microsoft Office.

Comfortable learning new systems and tools.

Comfortable working primarily in-office and supporting day-to-day employee needs.

What Success Looks Like

Success in this role means the office runs smoothly, employees have what they need, facilities issues are resolved quickly, vendors are well managed, new hires have a welcoming onboarding experience, and office events and activities are coordinated seamlessly.

You’ll be someone employees can rely on and someone who helps make the workplace organized, connected, and enjoyable.