Office Coordinator, US

MUBI•New York City, NY

7d•Onsite

About The Position

MUBI is seeking an Office Coordinator to manage its newly opened New York office. The role is responsible for the running and curation of the physical space, vendor management and building relationships, and the day-to-day experience of employees and visitors. The coordinator reports to the Global Office Operations Manager, based in London, and works closely with a New York team of around 30 people. This is primarily an in-person role, with at least four office days per week expected; Tuesday, Wednesday, and Thursday are the core and usually busiest days. The coordinator will oversee office supplies and readiness, mail and packages, facilities issues, vendor and landlord relationships, office equipment procurement, and remaining post-renovation projects. They will manage new-hire onboarding in the office, host visitors, maintain office communications and guides, and organize social events and seasonal activities. The position also provides ad-hoc administrative support to senior executives in New York.

Requirements

Experience in an office management, workplace experience, hospitality, or coordination role, ideally supporting a similarly sized team.
Comfort managing vendors, contractors, and building relationships independently, with sound judgment about when to escalate.
Ability to navigate a high volume of requests and prioritize proactively and reactively.
Ability to set expectations and provide clear status updates on team requests while maintaining a warm, collaborative approach.
Diligence and attention to detail, including identifying and resolving issues efficiently and following through.
Professional expertise managing office budgets and spending, with a focus on consolidating and optimizing costs without compromising experience or efficiency.
Familiarity with Slack, Google Workspace, and basic expense or procurement tracking tools such as Ramp.
Availability to work in the office at least four days every week.

Nice To Haves

Experience opening, moving, or reconfiguring an office space to meet a team's needs.
Experience supporting senior executives with administration and organization.

Responsibilities

Keep the office stocked, clean, and running smoothly, including kitchen and pantry supplies, bathroom and first-aid stock, and meeting-room readiness.
Manage mail and packages from receipt and recipient notifications through outbound shipping and freight coordination, including certificates of insurance and freight elevator bookings.
Serve as the first point of contact for facilities issues, triaging internet, Wi-Fi, building-system, and repair needs and coordinating with vendors or building management.
Manage day-to-day relationships with cleaning, waste and recycling, internet, and storage vendors, maintaining consistent service and resolving issues.
Own the relationship with the landlord and property management team as the primary building contact.
Source general office equipment and supplies with attention to value.
Complete post-renovation projects, including conference-room AV setup and a team use guide, curtain installation, and the mailroom build-out; work with designers and vendors on future projects.
Coordinate the in-office experience for new New York hires, including ButterflyMX building access, desk assignment and setup, Wi-Fi, and a welcome tour.
Host scheduled office visitors and keep the space guest-ready.
Plan and run a year-round social calendar and seasonal events for the New York office.
Post regular updates in the nyc-office Slack channel and keep the office access and operations guide current and circulated.
Provide ad-hoc administrative support to senior executives in New York.