Office & People Experience 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 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