Office Services Coordinator

Aston Carter•New York, NY

6d•$29 - $34•Onsite

About The Position

The Office Services Coordinator supports the day-to-day operation, maintenance, safety, and functionality of organizational facilities. Working with the Office Services Manager, the coordinator assists with building services, maintenance activities, workplace experience projects, contractors, work orders, and facility-related initiatives to help ensure a safe, clean, efficient, and well-maintained environment. The role offers broad exposure to facilities operations, workplace services, project coordination, and employee experience initiatives, with regular interaction with leadership, vendors, contractors, employees, and tenants. This is a fully onsite contract-to-hire position based in a New York City corporate office. Standard working hours are 9:00 a.m. to 5:00 p.m.; availability outside normal business hours may be needed for critical facility or workplace needs. The role involves frequent movement throughout the office to inspect spaces, manage pantry and café areas, and support moves and events. Microsoft Office applications and SAP are among the tools used for payment processing and invoice tracking.

Requirements

Relevant office administration, facilities operations, or office services experience; the posting states '23 years' of experience preferred.
Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
Experience with administrative support tasks, including payment processing and invoice tracking.
Ability to use Excel for payment processing, invoice tracking, and data organization.
Familiarity with facilities operations, facilities maintenance, and work-order coordination.
Experience managing inventory for office supplies, pantry items, and related consumables.
Strong organizational skills and ability to prioritize tasks and meet deadlines.
Strong verbal and written communication skills and professional interaction.
Customer service skills and a focus on positive employee experience.
Ability to coordinate office supplies, mail distribution, office equipment, and facilities-related requests.
Ability to maintain accurate records and handle confidential information appropriately.
Ability to work with minimal supervision while managing multiple responsibilities.
Professional demeanor and confidence interacting with employees at all levels, including senior leadership.
Hands-on, proactive, solutions-oriented approach to daily tasks and unexpected issues.
Comfort working in a fast-paced corporate environment and adapting to changing priorities.
Willingness to assist outside normal business hours when necessary for critical facility or workplace needs.

Nice To Haves

Experience with SAP or similar enterprise systems for payment processing and invoice management.
Background or education in Business, Facilities, or a related field.
Experience in workplace operations, office services, and facilities coordination.
Event planning and coordination experience, including scheduling, logistics, and on-site support.
Experience with inventory management processes for office and pantry supplies.
Ability to coordinate schedules, meetings, and activities across multiple stakeholders.
Strong attention to detail and accuracy in processing invoices, payments, and records.
Ability to present professionally and interact comfortably with C-suite and other senior leaders.
Willingness to assist with procurement, ordering supplies, payment processing, and general office support.
Ability to identify process improvements and contribute ideas to enhance operational efficiency.

Responsibilities

Assist with the daily management and operation of corporate facilities to ensure smooth, reliable workplace services.
Monitor building systems, including HVAC, electrical, plumbing, fire and life safety, elevators, and security systems, and escalate issues as needed.
Coordinate preventive and corrective maintenance with internal teams and external vendors.
Oversee daily pantry and café operations and ensure refreshments are adequately stocked.
Monitor pantry inventory and coordinate timely purchasing and replenishment of consumable items.
Track and process vendor invoices and payments using systems such as SAP and Excel.
Respond to facility-related service requests and ensure timely completion and follow-up.
Conduct routine office inspections and proactively address cleanliness, safety, and functionality issues.
Assist with emergency response procedures, incident reporting, and business continuity activities.
Help manage building access, including keys, badges, and security systems, with appropriate stakeholders.
Support office moves, seating changes, furniture installation, and other facility projects.
Assist with scheduling and coordination for office moves, events, and workplace service requirements.
Maintain high standards of employee experience, cleanliness, hospitality, and workplace presentation.
Identify opportunities to improve operational efficiency, workplace processes, and facility conditions, and share recommendations with management.
Communicate with employees, tenants, management, vendors, and contractors to establish clear expectations and coordinate work.
Be available outside normal business hours when necessary to support critical facility or workplace needs.
Assist with planning, organizing, and coordinating internal events and meetings.
Maintain accurate facilities, inventory, work-order, and financial transaction records.
Handle confidential information appropriately and in accordance with organizational policies.
Perform other duties as assigned to support facilities operations and office services.