Office Coordinator

A premier alternative investment advisor is seeking an enthusiastic part-time Office Coordinator for its New York City office. This individual will be responsible for performing tasks and procedures key to keeping office operations organized and efficient, and the physical office space consistently functional.

The new team member should be energetic and project a professional presence to the Firm, its visitors, and team. The team is looking for an individual a minimum of two to three years' relevant experience in an office environment, ideally in an international business setting. Excellent organizational, time management and communication skills with an elevated level of attention to detail will be key to this role. Professionalism is a necessity along with the ability to think proactively, develop work routines, and follow through on assignments.

Job Duties and Responsibilities:

Handle planning, communication, registration, and other documentation related to expected visitors and meetings, including any required communications with building personnel.

Greet and assist visitors upon arrival, ensuring they are comfortably settled and connected with the hosting team members.

Coordinate schedules for, prepare, and maintain conference rooms for meetings and events.

Manage, pre-empt (when possible), and resolve any scheduling conflicts around use of conference rooms and office resources.

Manage all meeting catering including ordering, setting up, cleaning up, and expensing.

Maintain kitchen pantries over the course of the day (loading/unloading dishwasher, cleaning refrigerators on a regular schedule, tidying up after group meals).

Monitor, order, and stock inventory for office, pantry and conference room supplies within agreed budget.

Keep printer fully stocked with paper and print cartridges daily.

Manage incoming and outgoing correspondence, including emails, mail, and packages.

File and organize office administration records, invoices, and other important documentation.

Communicate with supervisor regarding required office repairs and equipment maintenance and carry out plan to resolution.

Proactively identify opportunities for improvement in office maintenance and administrative routines.

Run local errands as requested.

Additional tasks and responsibilities may be included based on Firm needs.

Qualifications:

Excellent interpersonal skills and professional etiquette; comfortable interacting with executives and visitors.

Problem-solving aptitude; ability to meet productivity and quality standards.

Capable of setting and meeting priorities and deadlines, ability to adhere to a schedule; flexibility to adapt to changing tasks and priorities.

Possess strong active listening skills; with ability to convey information clearly and concisely in written or spoken communication.

Familiarity with Microsoft Office suite.

Licensed New York State Notary Public preferred.

College or Associate Degree preferred though will consider overall experience.