Job ID: EB-3197350347

POSITION
Office Coordinator
Flatiron NYC (Onsite)

HOURS
8:30am–5:30pm, Monday–Friday (Onsite)
This role has standard office hours from 8:30am–5:30pm (M–F), with flexibility to adjust schedule as needed for occasional early morning or late evening meetings, including opening or closing the office outside of typical hours.

ATTRACTIVE FACTORS
• Be part of an exciting, team-oriented environment with a genuine and warm atmosphere
• Work alongside bright, enthusiastic people who are passionate about what they do
• Opportunity to interface with high-profile and interesting clients
• Real work/life balance
• Cohesive, supportive EA team
• Catered lunch daily

KEY RESPONSIBILITIES
• Welcome employees and guests of all levels, establishing an environment of warmth and professionalism
• Ensure the office is fully and neatly stocked with office and kitchen supplies, healthy snacks, and beverages; maintain and track inventory
• Manage and coordinate office food programs including daily lunches, grocery deliveries, and food/beverages for onsite meetings as needed
• Maintain the office’s appearance so the environment remains clean, tidy, and presentable (reception, communal areas, conference rooms, kitchens)
• Assist with facilities projects and coordinate with external vendors to keep the office running smoothly, including consistent coordination with an external IT vendor
• Provide coordinating/administrative support to the Chief of Staff across various phases of projects, including scheduling, travel/event coordination, and external gifting
• Collaborate with the greater administrative team based in San Francisco to support firm-wide initiatives and ensure cohesion across office functions
• Assist with administrative tasks such as sorting and distributing mail and packages
• Direct incoming communications and handle highly confidential information and documents with discretion and confidentiality
• Prioritize time-sensitive tasks and ensure action items are addressed promptly
• Use creativity and strong judgment to make informed decisions and keep projects moving
• Operate with urgency and a willingness to learn and take on new responsibilities
• Communicate actively with the team, prioritize conflicting needs, and handle short timelines when necessary
• Process expense reports in a timely manner using Brex; support billing and invoicing processes
• Help facilitate employee onboarding and offboarding processes for the NY office
• Boost team culture through swag and small team events

TOP KEYS FOR CLIENT
• 2–4 years of office coordinating or similar experience
• Trustworthy with impeccable professional ethics and the highest moral standards
• Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude
• Resilient and able to manage and prioritize multiple projects while delivering quality work on deadlines
• Naturally delivers a standout customer experience with every interaction
• Discreet, diplomatic, and demonstrates excellent judgment; high integrity with confidential information
• Exceptional attention to detail and enjoys owning execution of the particulars
• Flexible and calm under pressure when urgent issues arise
• Sense of humor, strong work ethic, and willingness to help others with projects
• Team player, dependable, proactive, and eager to learn
• Keen sense of observation with the ability to anticipate needs
• Proficiency with Google Suite, Navan, Brex, and Asana

Brex: https://www.brex.com/
Navan Travel: https://www.navan.com/
Asana: https://asana.com/

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