Office Coordinator

Office Coordinator

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our investment client is seeking a Temporary to Permanent Office Coordinator to support the smooth daily operations of their New York office. This individual will serve as the primary point of contact for guests and vendors, manage a range of administrative and facilities-related functions, and assist the Office Manager in maintaining an organized, professional, and welcoming workplace. The ideal candidate is proactive, resourceful, and enjoys being the "go-to" person in a dynamic office setting. This position offers an excellent opportunity to contribute to a growing investment management firm with a strong reputation in commercial real estate finance. Position is hybrid Monday, Tuesday, Wednesday onsite, Thursdays and Fridays remote. Person must have flexibility to come onsite on "remote" days. Hours : 8 : 30am-5 : 30pm with 30 mins lunch with flex for overtime. 8am start time on Mondays.

Key Responsibilities :

• Serve as the first point of contact for all guests, including greeting visitors, managing building security check-ins, and coordinating meeting room logistics.
• Manage the phone system and handle incoming calls professionally.
• Track and communicate daily attendance updates.
• Prepare and process expense reports for the COO and CFO.
• Manage inventory and ordering for all office and kitchen supplies (snacks, beverages, office materials).
• Coordinate with vendors for office maintenance, repairs, and Certificates of Insurance (COI) compliance; ensure smooth resolution of issues as they arise.
• Handle all incoming and outgoing mail and packages (FedEx, USPS, certified mail).
• Manage business card orders and approvals.
• Coordinate catering orders and oversee setup and cleanup for office events and meetings.
• Assist with employee onboarding and offboarding logistics.
• Support the planning and execution of internal events and initiatives.
• Provide vacation coverage for the Office Manager's executive assistant responsibilities.
• Contribute to ad hoc administrative and facilities projects as needed.
• Maintain working knowledge of conference room IT systems and office equipment to ensure proper use and troubleshooting support.

Qualifications :

Pay : Temp rate in line with $85K-95K perm base + bonus Medical, dental vision, 401K, 10 holidays, sick time

Beacon Hill is an equal opportunity employer and individuals with disabilities and / or protected veterans are encouraged to apply.