Facilities Office Coordinator

Leerink Partners•New York, NY

1d•$70,000 - $85,000•Onsite

About The Position

This role supports the daily operation of the office and helps maintain a polished, efficient, and welcoming workplace experience for employees, visitors, vendors, candidates, and guests. The Coordinator will assist with front-of-house coverage, employee and visitor access, new hire office setup, conference room readiness, vendor coordination, office supplies, workplace requests, meeting support, Facilities documentation, and general department administration. This opportunity is well suited for someone with experience in reception, facilities support, office coordination, administrative support, hospitality, customer service, or workplace operations. The ideal candidate should be dependable, detail-oriented, professional, and comfortable managing a variety of operational responsibilities in a fast-paced office environment. We are also looking for someone who is comfortable with technology, willing to learn new systems, and interested in using tools such as Microsoft 365, AI-enabled tools, trackers, and other workplace platforms to organize information, improve processes, and support day-to-day operations.

Requirements

1 to 3 years of experience in reception, facilities support, office coordination, administrative support, hospitality, customer service, workplace operations, or a related role.
Professional communication skills and a polished, service-oriented presence.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks, follow through on open items, and adjust when priorities shift.
Comfort interacting with employees, visitors, vendors, building management, security, and internal teams.
Ability to exercise discretion and good judgment in a corporate office environment.
Proficiency with Microsoft Outlook, Teams, Word, and Excel.
Comfort learning new systems, tools, and workplace technology.
Interest in using technology, AI tools, or process improvements to work more efficiently.
Willingness to learn internal systems, building procedures, vendor processes, and Facilities workflows.
Ability to work onsite and support office-based operational needs.

Nice To Haves

The ideal candidate should be professional, dependable, organized, and comfortable serving as a central point of coordination in a busy office environment.
This person should enjoy working with people, managing details, supporting day-to-day operations, and helping employees, guests, vendors, and internal teams navigate workplace needs.
This role requires someone who is comfortable in a front-facing position while also being interested in growing into broader Facilities and workplace operations responsibilities.
The right candidate will communicate clearly, follow up consistently, maintain professionalism, and take ownership of assigned tasks from start to finish.
A strong candidate will also be comfortable using technology to stay organized and improve how work gets done.
They do not need to be an AI expert, but should be curious, adaptable, and open to using modern tools to support documentation, communication, task tracking, and day-to-day operational efficiency.

Responsibilities

Provide professional front-of-house coverage and serve as a welcoming point of contact for employees, visitors, vendors, candidates, and guests.
Support daily office operations and help keep the workplace organized, functional, and prepared for employees and meetings.
Monitor reception areas, conference rooms, kitchens, shared spaces, storage areas, and workstations to help maintain a clean, and well-organized office environment.
Respond to Facilities-related inquiries and workplace requests in a timely and professional manner.
Escalate maintenance, access, technology, or workplace issues to the appropriate internal contact, building team, or vendor.
Assist with day-to-day office needs, including supplies, deliveries, visitor coordination, room readiness, and general workplace support.
Assist with new hire office setup, including building access, ID badges, desk readiness, welcome materials, and first-day logistics.
Send new hire communications and collect required information for building access and badge setup.
Coordinate with HR, IT, Business Managers, Administrative teams, and other internal partners to help new employees be prepared for their first day.
Greet new employees upon arrival, help them get settled, and direct them to the appropriate workspace or meeting.
Support employee access questions, temporary badges, visiting employees, and related follow-up.
Help maintain onboarding checklists, access records, and related Facilities materials.
Direct employees to the appropriate internal resource, process, or contacts.
Answer office-related questions.
Manage visitor registration and building access requests for employees, guests, candidates, vendors, and visiting team members.
Coordinate with building security and property management to confirm access requirements and arrival procedures.
Maintain accurate visitor details, temporary badge information, and access-related records.
Assist with building notifications, security lists, and day-of access needs for meetings, interviews, events, and vendor visits.
Submit access requests accurately and within required building timelines.
Support conference room readiness for internal meetings, client meetings, interviews, trainings, and office events.
Assist with room setup, seating, printed materials, catering coordination, visitor access, and basic technology readiness.
Monitor conference room conditions and help keep rooms clean, organized, and prepared for scheduled use.
Coordinate with IT or AV vendors when conference room technology requires support.
Assist with day-of meeting needs and follow-up items as needed.
Help maintain conference room information, room setup details, and meeting support procedures.
Coordinate vendor visits for office services, repairs, maintenance, inspections, deliveries, and scheduled project work.
Prepare and submit building access requests, vendor forms, visitor lists, and related documentation.
Track Certificates of Insurance and coordinate updates with vendors or building management when required.
Communicate with vendors, building management, security, and onsite contacts to confirm timing, access, scope of work, and completion status.
Maintain organized follow-up on vendor scheduling, access approvals, status updates, and open service items.
Assist with maintaining Facilities checklists, trackers, guides, logs, floor plans, and shared department resources.
Support updates to office reference materials, onboarding documents, conference room information, and internal process notes.
Help organize recurring Facilities agendas, open-item trackers, and follow-up lists.
Maintain accurate records for office supplies, access items, vendor visits, workplace requests, and recurring processes.
Support process consistency by helping document and maintain Facilities workflows.
Use Microsoft 365 tools, shared files, trackers, and other internal systems to help organize information and support department workflows.
Assist with identifying ways to make recurring tasks, documentation, and communication more efficient.
Support Facilities projects and administrative tasks as needed.
Assist with office supply ordering, inventory checks, pantry needs, and general office upkeep.
Support catering, food service, and meeting hospitality needs as requested.
Help prepare office spaces for employee visits, client meetings, internal events, and senior leadership meetings.
Coordinate deliveries, pickups, mailroom items, shipping needs, and vendor arrivals.
Help keep shared areas and meeting spaces stocked, organized, and ready for use.
Support the Facilities Department with other office operations needs as they arise.
Assist with administrative support related to travel profiles, expense materials, and employee-facing process documents.
Prepare and process expense reports for internal teams.
Provide expense processing training to new hires.
Distribute travel and expense resources to employees as needed.