HireArt is helping a fast-growing financial software startup hire a part-time Office Coordinator to serve as the first point of contact for employees, guests, and candidates while helping create an exceptional workplace experience.
In this role, you'll provide front desk reception support and assist with day-to-day office operations, ensuring the office remains organized, welcoming, and running smoothly during your scheduled hours.
The ideal candidate is proactive, organized, and resourceful, with the ability to work independently, manage multiple priorities, and deliver a polished, professional experience for employees and visitors alike.
As an Office Coordinator, you’ll:
- Provide an outstanding experience for anyone walking through the company’s doors, exhibiting confidence, polish, and professionalism when representing it or the People Team.
- Manage front desk operations/portions of office operations and vendor relationships, with support from the manager.
- Own Envoy guest management system and integrate updates into guest/candidate workflow.
- Coordinate/order special treats for Company Days and other office events.
- Provide coverage for our Santa Clara office on an as needed basis.
- Navigate employee requests, questions, and complaints in a timely and accurate manner with little manager oversight.
- Coordinate with the Onboarding Team for upcoming new hires.
- Prepare desks for new hires and remove personal belongings for any terminations.
- Add/delete/change users and keycards for control access system.
- Partner with the building management team to:
- Communicate new keycards requests to, and update employee information with, property management.
- Submit service and maintenance requests through a service desk portal.
- Communicate building events and activities to employee population
- Gather and hand out approved branded merchandise requests, as necessary.
- Collect all mail/packages and alert employees of parcels available for pick-up.
- Work with our snack & beverage vendor to ensure kitchen pantries are stocked and well maintained.
- Successfully complete opening and closing tasks throughout the office.
- Re-stock restroom and printing station supplies, as necessary.
- Assist with other tasks, as necessary.
- Travel to the Santa Clara office for occasional coverage.
- 3+ years of experience in office coordination, management, administration, or similar
- Exceptional written, verbal, and interpersonal communication
- Proactive, adaptable, and resourceful
- Highly organized and attentive to detail
- Strong project management skills
- Able to collaborate effectively with diverse teams
- Proficiency with Zoom, Slack, and Google Workspace is required
Commitment: This is a part-time, ongoing contract position staffed via HireArt and based onsite in New York, NY.
HireArt values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.
