Office Services Coordinator

Suffolk Construction•New York, NY

1d•$61,000 - $84,000•Onsite

About The Position

The Office Services Coordinator is responsible for providing an exceptional experience as the first person to interact with clients and vendors both face-to-face, over the telephone and by email. Provides the highest level of customer service by greeting guests, clients and associates in a professional, warm and sincere manner while supporting overall business efforts. Oversees the front desk, performs office assistant/administrator functions, manages internal meeting spaces, and ensure general office organization This is an onsite role with standard working hours of 7:30 a.m. – 4:30 p.m., Monday through Friday. Some flexibility is required based on business needs.

Requirements

High School Diploma or equivalent required, College graduate preferred.
Strong work tenure of 5+ years of direct experience in an administrative/receptionist role.
Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
Excellent written and verbal communication skills.
Proven ability to handle confidential information with discretion.
Outstanding team player willing to help at a moment’s notice and a keen ability to prioritize urgent matters.
Proficiency in using Microsoft Office products, including Word, Excel, PowerPoint, Outlook; database management, internet search engines and social media sites.
Detail oriented
Positive attitude
Professional and courteous
Dedicated and hard working
Outstanding team player with good interpersonal skills
Ability to work in a fast-paced environment

Responsibilities

Deliver best-in-class service to clients, visitors, vendors, and internal teams in person, by phone, and via email.
Manage front desk operations, including answering and routing incoming calls in a timely and professional manner.
Maintain a welcoming, professional appearance of the front desk, meeting spaces, and shared office areas.
Oversee daily office operations, including kitchen, supply closet, printer room, and shared workstations.
Monitor and replenish office and kitchen supplies (e.g., snacks, k-cups, Nespresso pods, coffee cups, utensils, paper towels, hand & dish soap, etc.); place orders for general and special requests as needed.
Submit and track facilities and maintenance requests through the building management portal.
Manage building access processes, including submitting employee badge requests and registering guests in the building security system.
Maintain office equipment (copiers, scanners, fax machines) and coordinate service requests as necessary.
Receive, sort, and distribute incoming mail and packages; manage outgoing mail and courier services.
Maintain conference room calendars and assist with scheduling meetings and appointments.
Coordinate in-house meetings and events, including catering, room setup, AV equipment, and cleanup.
Assist with conference calls and collaborate with IT for technical support as needed.
Support Office Services Manager with planning and execution of in-office events and employee engagement initiatives.
Update and format office-related documents (e.g., Seating Chart, Fire Evacuation Plan, SharePoint content).
Order and process business card requests.
Develop and maintain efficient office systems and processes.
Prepare workstations and coordinate equipment setup for new hires; distribute building access and provide office orientation support.
Partner with HR and Corporate teams on company-wide initiatives, rollouts, volunteer drives, and engagement programs.
Build and maintain strong working relationships across all levels of the organization.
Perform additional office and administrative duties as assigned.