Office Coordinator Job at Beacon Hill (New York)

Office Coordinator

Beacon Hill

Location:
United States , New York

Category:
Office Administration

Contract Type:
Not provided

Salary:

30.00 USD / Hour

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Job Description:

Our client, a privately held global developer, owner, and operator of energy infrastructure assets based in Midtown East, Manhattan, is seeking to hire a Long Term Temporary Office Coordinator to play a key role in supporting daily office operations while providing administrative and logistical support to a team of Executive Assistants. This position helps ensure seamless coordination across executive support functions, maintains organized office processes, and serves as a central point of contact for office-related needs. The Office Coordinator contributes to a professional, efficient, and well-run workplace by anticipating needs, managing priorities, and enabling Executive Assistants and leadership to operate effectively. Requiring 5 days on-site from the hours of 8/8:15-5:30/6pm, there are paid overtime opportunities and a general flexibility needed.

Job Responsibility:

Ensure the office is fully prepared and operational at the start of each day, including setting up conference rooms and maintaining shared spaces such as the in-office shower and changing areas.
Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.
Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked and in good condition.
Maintain a safe, secure, and welcoming work environment for employees and visitors at all times.
Develop and maintain strong relationships with building management, vendors, and external service providers.
Coordinate with contractors, landlords, and real estate agents in partnership with the CFO and Special Projects Manager.
Support office space planning and infrastructure needs, including office moves, workstation changes, and expansions.
Process and submit expense reports through Concur for the CEO, Executive Assistant, and investment team.
Track and submit office-related expenses in a timely and accurate manner.
Prepare, manage, and organize correspondence, documents, and meeting materials.
Provide direct support to the CEO, including handling occasional errands and time-sensitive business or personal tasks.
Support visitors by greeting guests and ensuring high-quality in-office experience.
Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.
Lead the planning and execution of in-office events, including weekly team lunches, catering coordination, and corporate dinners.
Partner with the Special Projects Manager on large-scale corporate events such as offsites, conferences, and investor events.

Requirements:

High School Diploma or GED (Required)
Associates or Bachelor's Degree (Preferred)
1-3+ years of relevant experience in customer service or administrative support.
Understanding of general office operations, administrative procedures, and facilities coordination
Familiarity with expense management processes and tools such as Concur
Basic knowledge of vendor management, workplace safety standards, and office services coordination
Proficiency in standard business software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
Excellent verbal and written communication skills with a professional and service-oriented approach
High attention to detail and ability to maintain accuracy in administrative and financial tasks
Problem-solving skills with the ability to anticipate needs and address issues proactively
Strong interpersonal skills and ability to build relationships with employees, vendors, and leadership
Event coordination and logistics management skills for meetings, lunches, and corporate events
Ability to perform a combination of sedentary and active tasks, including sitting, standing, walking, lifting and carrying items up to 25-30 pounds, and performing routine office and manual duties (e.g., setting up spaces, restocking supplies), with sufficient mobility, manual dexterity, and communication ability to effectively support daily office operations.

Additional Information:

Job Posted:
May 04, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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