Office and Facilities Coordinator

THE DOUGLASTON COMPANIES•New York, NY

3d•$26 - $31•Hybrid

About The Position

The office and facilities coordinator is responsible for overseeing all office management and facilities-related activities for the Queens office locations as well as some activity for city office as it relates to ordering supplies and some vendor contracts; in addition to front desk management.

Requirements

Must have a minimum of 2 years in an administrative capacity.
Must have excellent communication and customer service skills
Ability to organize, prioritize, multi-task, work independently.
Must maintain confidentiality.
Microsoft Office Suite.

Nice To Haves

Notary Public, preferred.

Responsibilities

Oversee front desk operations including answering phone line, forwarding calls etc.
Provide excellent customer service to callers and visitors.
Greet and announce visitors; monitor visitor access.
Oversee facilities and maintenance activity-reach out to vendors, maintain vendor lists, troubleshoot facilities issues with Facilities Manager; oversee issues until resolved.
Ensure front office, conference rooms and pantries are tidy and presentable.
Manage conference room bookings; tidy conference room between meetings.
Manage wellness room bookings.
Order and keep inventory of all supplies for main offices.
Review, monitor and negotiate pricing of office supplies.
Receive and distribute all incoming mail and packages; coordinate with 42-06.
Log all incoming FedEx, ups, DHL, and shipped packages prior to distribution; bring packages to courier facilities as needed
Maintain postage and meter and order postage and supplies.
Coordinate and manage catering for lunches, meetings, celebrations, bagels, etc.
Prepare all overnight packages and coordinate messenger service.
Replenish supplies in all communal areas such as breakrooms and restrooms.
Maintain printers and copiers throughout office; paper restock, arrange for service.
Assist with document control, copy, fax and scan.
Manage vendor contracts including postage, water machines, shredding, and coffee machines – schedule maintenance and service
Other duties as assigned.

Benefits

Health benefits package including medical, dental & vision plans
Financial wellness perks to set you up for success - such as 401(k), FSA & HSA
employer-paid life insurance (basic- with option to purchase more)
paid leave & disability programs.
Pet insurance for our furry family
Mental health resources, such as counseling, are available to our team members
Time off- Paid Vacation time, Paid Holidays, Paid Sick days
Employee Referral Program
Tuition & certification Reimbursement
Hybrid work schedule with 4 days in office and 1 day remote (subject to your work location and role). Ask our recruiting team for more information!