Office Services Coordinator

OUTFRONT Media • New York, NY

2d • Onsite

About The Position

As the Office Services Coordinator, you are a key driver of an efficient, welcoming, and well‑run workplace. Your purpose is to ensure that daily office operations function seamlessly while creating a positive, professional experience for employees, visitors, and partners. Serving as a central point of coordination for front‑of‑house services, office logistics, and employee support, you proactively anticipate needs, resolve issues, and maintain high service standards. Through strong organization, attention to detail, and a service‑oriented mindset, you directly support operational excellence, employee satisfaction, and the overall effectiveness of the office environment.

Requirements

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Prior experience in reception, office services, or administrative support preferred.
• Strong communication, interpersonal, and customer‑service skills.
• Excellent organizational skills with the ability to multitask and prioritize in a fast‑paced environment.
• Proficiency with standard office software and systems.
• High attention to detail, discretion, and professionalism.
• Ability to lift cases of beverages and coffee kegs as required.

Responsibilities

• Serve as the first point of contact by greeting and welcoming visitors, clients, and employees with professionalism and warmth.
• Answer and route incoming calls accurately and efficiently, providing clear information or directing inquiries to the appropriate teams.
• Coordinate and support town halls and office events from planning through execution.
• Enter and manage building service tickets, including visitor access and vendor service requests, ensuring timely resolution and follow‑up.
• Sort, scan, and distribute incoming mail and packages to appropriate recipients and departments.
• Prepare outgoing regular and express mail, ensuring accuracy, proper labeling, and timely dispatch.
• Handle all office services requests by responding to Office Services ticket submissions.
• Submit and manage building services tickets through the property management portal.
• Register all clients, guests, and vendors in the visitor registration portal.
• Monitor, stock, and maintain Service Hubs to ensure office stationery and supplies are consistently available.
• Track inventory, submit purchase requests in advance, and keep all rented office machine supplies fully stocked to avoid disruptions.
• Maintain clean, fully stocked pantry and break areas, including coffee and office snacks, to ensure smooth daily operations and a consistently welcoming workplace.
• Coordinate and set up weekly breakfast and lunch orders.
• Support internal and client‑facing events by setting up conference rooms and open areas with appropriate furniture and layouts for meetings, town halls, and events.
• Accurately enter and maintain data in relevant systems, databases, and spreadsheets.
• Update and manage rideshare vehicle records and reservations.
• Provide reliable phone coverage, take detailed messages, and ensure timely follow‑up.
• Assist with scheduling and calendar coordination for key personnel as needed.

Benefits

• Medical, Dental, Vision (including same and opposite-sex domestic partners)
• HSA and FSA plans
• Family Benefits
• Pet Benefits
• 401(k) Plan with an Employer Match
• Paid Time Off
• Commuter Benefits
• Educational Assistance
• Robust Diversity, Equity and Inclusion program including 6 Employee Resource Groups (ERGs)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED