Office Administration Coordinator

Your role

We are looking for a highly organized and proactive Workplace & Hospitality Coordinator to support the effective operation of our New York office. Reporting to the Office Manager, you will support workplace services, facilities support, vendors, meetings, visitors, and office-based events. This is a hands-on role that requires strong judgment, attention to detail, and the ability to anticipate needs and manage changing priorities as the office grows. As the office is client-facing, we are seeking a candidate with excellent communication and interpersonal skills, who is confident, approachable, and professional when interacting with clients, visitors, and staff.

Your responsibilities

• Support the day-to-day operation of the office, ensuring workplace services, shared spaces, supplies, and facilities needs are coordinated effectively.
• Coordinate with building management and external vendors to support maintenance, service delivery, purchasing, and other workplace requirements.
• Maintain workplace calendars, operational records, invoices, vendor documentation, and other information with accuracy and consistency.
• Provide meeting and event support including logistics, visitor registration, catering setup/cleanup and on-site coordination.
• Partner with the GR Bistro team and work collaboratively to ensure catered meetings and events are seamlessly executed, while providing exceptional service and a positive experience for all attendees.
• Order, monitor, and maintain inventory of office supplies, First Aid materials, and kitchenette items, ensuring stock levels are replenished as needed. Maintain a clean, organized, and orderly storage room.
• Sort and distribute incoming mail, coordinate FedEx shipments, and track incoming and outgoing packages to ensure timely and accurate delivery.
• Create and issue building access cards, maintaining accurate internal tracking logs to support security procedures and audit compliance requirements.
• Welcome and greet clients, visitors and guests to create a welcoming environment and confirm whether they should be given right of entry to meet specific individuals.
• Maintain a safe, secure, and organized office environment while ensuring all visitors follow established security guidelines.
• Support office moves, seating changes, workspace readiness, and other workplace projects as business and capacity needs evolve.

About you

• 2-4 years of experience in workplace operations, office coordination, facilities support, hospitality, event coordination or a related corporate environment.
• Strong organizational and prioritization skills, with the ability to manage multiple workstreams and follow through reliably.
• Excellent judgment, attention to detail, and a practical, solutions-oriented approach.
• Clear and professional communication skills, with confidence working across employees, senior leaders, visitors, vendors, and building partners.
• Experience coordinating meetings, vendors, catering, or office-based events, and proficiency with Microsoft Office. Experience coordinating meetings, vendors, catering, or office-based events, and proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• A friendly, “can-do” attitude and customer focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity.