Office Coordinator - Montebello, NY

USZoom LLC • Montebello, NY

202d

About The Position

iPostal1, the leading provider of Digital Mailbox technology worldwide, is seeking a highly organized and proactive individual to provide administrative and project based support to the Operations team. Our website, www.iPostal1.com, lists 3,000 addresses, including retail pack and ship stores, 1,000 Staples stores and coworking spaces. Customers choose a mailing address for business or personal use and view and manage their postal mail and packages anywhere with an app or online. This role is ideal for someone who thrives in a fast-paced environment and can manage both day-to-day logistics and ongoing responsibilities. The ability to handle information with sensitivity and maintain appropriate discretion is essential. This position will be based out of our Montebello, NY headquarters.

Requirements

• Two to five years in a similar function
• Excellent communication skills
• Strong attention to detail
• A proactive, solution-focused mindset
• Comfortable managing multiple priorities in a fast-paced environment, collaborating across teams, and taking ownership of follow-ups to drive tasks to completion.
• Experience using Canva and expertise in Google suite is a requirement for the role.

Nice To Haves

• A familiarity with Project Management software is nice to have.

Responsibilities

• Schedule meetings, coordinate logistics, and ensure agenda topics are collected from stakeholders in advance.
• Shadow assigned Operations leaders in meetings to observe workflows, capture detailed notes, and support the creation of clear, actionable follow-up summaries with assigned ownership.
• Assist in maintaining a clean and organized inbox for the COO, triaging emails daily and flagging high-priority messages.
• Prepare concise weekly digests summarizing project updates and ensure critical items are added to the calendar for visibility.
• Support onboarding logistics for new team members (e.g., calendar setup, docs access, training links).
• Serve as a liaison for administrative coordination with external vendors when needed.
• Support project visibility and progress tracking across the Ops team—ensuring updates, deadlines, and blockers are monitored and shared.
• Help ensure any gaps or issues identified within projects are not only surfaced but also followed through on, tracked, and in some cases, personally managed to resolution.
• Track and maintain visibility of technical requests, bugs, and cross-team dependencies to ensure outstanding items are properly documented and monitored through resolution.
• Assist in surfacing blockers or gaps within projects and recommending next steps to maintain alignment and momentum.
• Support with gathering and organizing technical specs and helping ensure resolution timelines are met.

What This Job Offers

• Number of Employees: 1-10 employees