Office Coordinator

• Ensure the office is consistently clean, safe, and fully operational
• Liaise with building management and the iCapital Workplace team to maintain a professional and efficient working environment. Oversee facilities, manage escalations, and ensure all aspects of the office function smoothly
• Maintain office supplies, snacks, groceries, and beverages for employees
• Manage incoming and outgoing deliveries
• Build and maintain vendor relationships, negotiate contracts, process invoices, and manage office expense reports
• Keep track of regular and ad-hoc facility expenses
• Coordinate and manage office events (including weekly breakfasts, lunch, happy hours, meetings, offsite events and any other ad-hoc events)
• Support staff onboarding/offboarding by coordinating with Talent Acquisition & Corporate IT team
• Assist with ad-hoc projects as requested

• Able to work on-site, Monday-Friday, 8:45 AM – 5:45 PM (with flexibility based on office needs)
• Ability to manage and prioritize a wide range of administrative and executive support related tasks
• Experience in working with international teams and across various time zones
• Exceptional organizational and time management skills
• Passionate about hospitality and working in a fast-paced environment
• Able to communicate across all levels of the organization in a personable and hospitable manner
• Fluent in English
• Proficiency in office software tools, including Microsoft Office (PowerPoint, Excel etc) and Monday.com
• Team player, with a proactive ‘can do’ attitude, willing to take on new tasks and challenges as the role develops

Familiarity with platforms such as Expensify and Coupa is a plus