Office Services Coordinator

Aston Carter; New York (NY); On-site; USD 40,000 - 46,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Time Off / PTO

Paid holidays

Job summary

Aston Carter is seeking an Office Services Coordinator to support day-to-day corporate facilities operations in New York, working closely with leadership and external vendors. The role covers building systems, maintenance, pantry operations, and employee experience initiatives, with opportunities to contribute to workplace services and non-routine projects.

The position is on-site in NYC with standard hours and requires strong organizational and communication skills.

Qualifications

• Experience in office administration or facilities operations preferred.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook).
• Experience with payment processing and invoice tracking.
• Familiarity with facilities maintenance and work order coordination.

Responsibilities

• Assist with daily management and operation of corporate facilities.
• Monitor building systems and elevate issues as needed.
• Coordinate preventive and corrective maintenance with vendors.
• Oversee pantry and café operations and inventory replenishment.
• Process vendor invoices and payments using SAP and Excel.
• Respond to facility-related service requests and ensure timely completion.
• Conduct routine inspections for cleanliness, safety, and functionality.
• Assist with emergency procedures, incident reporting, and business continuity.
• Support office moves, seating changes, and facility projects.

Skills

Office administration

Facilities operations

Microsoft Excel

Microsoft Word

Outlook

Vendor coordination

Invoice processing

SAP

Communication

Customer service

Tools

SAP

Excel

Word

Outlook

Job description

Job Description

The Office Services Coordinator supports the day-to-day operation, maintenance, safety, and overall functionality of the organizations facilities. This role assists the Office Services Manager with building services, maintenance activities, workplace experience projects, contractors, work orders, and facility-related initiatives to ensure a safe, clean, efficient, and well-maintained environment. The position offers the opportunity to work closely with leadership, vendors, and employees while gaining broad exposure to facilities operations, workplace services, project coordination, and employee experience initiatives.

Job Title: Office Services Coordinator

The Office Services Coordinator supports the day-to-day operation, maintenance, safety, and overall functionality of the organizations facilities. This role assists the Office Services Manager with building services, maintenance activities, workplace experience projects, contractors, work orders, and facility-related initiatives to ensure a safe, clean, efficient, and well-maintained environment. The position offers the opportunity to work closely with leadership, vendors, and employees while gaining broad exposure to facilities operations, workplace services, project coordination, and employee experience initiatives.

Responsibilities

• Assist with the daily management and operation of corporate facilities to ensure smooth and reliable workplace services.
• Monitor building systems, including HVAC, electrical, plumbing, fire and life safety, elevators, and security systems, and elevate issues as needed.
• Coordinate preventive and corrective maintenance activities with internal teams and external vendors.
• Oversee daily pantry and café operations, ensuring coffee, snacks, and other refreshments remain adequately stocked.
• Monitor pantry inventory and coordinate timely purchasing and replenishment of consumable items.
• Track and process vendor invoices and payments using systems such as SAP and Excel.
• Respond to facility-related service requests and ensure timely completion and follow-up.
• Conduct routine inspections of office space and proactively address issues related to cleanliness, safety, and functionality.
• Assist with emergency response procedures, incident reporting, and business continuity activities.
• Help manage building access, including keys, badges, and security systems, in coordination with appropriate stakeholders.
• Support office moves, seating changes, furniture installation, and other facility projects.
• Assist with scheduling and coordination for office moves, events, and workplace service requirements.
• Maintain a high standard of employee experience, cleanliness, hospitality, and overall workplace presentation.
• Identify opportunities to improve operational efficiency, workplace processes, and facility conditions, and share recommendations with management.
• Communicate effectively with employees, tenants, management, vendors, and contractors to ensure clear expectations and seamless coordination.
• Be available outside of normal business hours when necessary to support critical facility or workplace needs.
• Assist with planning, organizing, and coordinating internal events and meetings.
• Maintain accurate records related to facilities operations, inventory, work orders, and financial transactions.
• Handle confidential information appropriately and in accordance with organizational policies.
• Perform other duties as assigned to support facilities operations and office services.

Essential Skills

• 23 years of relevant office administration, facilities operations, or office services experience preferred.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Experience with administrative support tasks, including payment processing and invoice tracking.
• Ability to use Excel for payment processing, invoice tracking, and data organization.
• Familiarity with facilities operations, facilities maintenance, and work order coordination.
• Experience in inventory management for office supplies, pantry items, and related consumables.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Strong verbal and written communication skills, with a focus on clear and professional interactions.
• Demonstrated customer service skills and a focus on delivering a positive employee experience.
• Ability to coordinate office supplies, mail distribution, office equipment, and facilities-related requests.
• Ability to maintain accurate records and handle confidential information appropriately.
• Ability to work effectively with minimal supervision while managing multiple responsibilities.
• Professional demeanor with the ability to interact confidently with employees at all levels, including senior leadership.
• Hands‑on, proactive, and solutions‑oriented approach to daily tasks and unexpected issues.
• Comfort working in a fast‑paced corporate environment and adapting to changing priorities.

Additional Skills & Qualifications

• Experience with SAP or similar enterprise systems for payment processing and invoice management.
• Background or education in Business, Facilities, or a related field is beneficial.
• Experience in workplace operations, office services, and facilities coordination.
• Event planning and coordination experience, including scheduling, logistics, and on‑site support.
• Experience with inventory management processes for office and pantry supplies.
• Ability to coordinate schedules, meetings, and activities across multiple stakeholders.
• Strong attention to detail and accuracy in processing invoices, payments, and records.
• Ability to present professionally and interact comfortably with C‑suite and other senior leaders.
• Willingness to assist with a wide range of duties, including procurement, ordering supplies, payment processing, and general office support.
• Demonstrated ability to identify process improvements and contribute ideas to enhance operational efficiency.

Work Environment

This position is fully on‑site in a corporate office environment in New York City, with standard working hours from 9:00 a.m. to 5:00 p.m. The role involves regular interaction with building systems, vendors, contractors, and internal teams, as well as frequent movement throughout the office to inspect spaces, manage pantry and café areas, and support moves and events. You will work with tools and technologies such as Microsoft Office (Word, Excel, Outlook) and SAP for payment processing and invoice tracking. The environment emphasizes cleanliness, hospitality, and a professional appearance, with a focus on creating a safe, efficient, welcoming, and operationally excellent workplace.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay And Benefits

The pay range for this position is $28.85 - $33.65/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Nov 5, 2026.

Workplace Type

This is a fully onsite position in New York,NY.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.