Office & People Coordinator

Office & People Coordinator

Location: New York City, NY

Division: Vision

Department: Human Resources

Employment Type: Full-time

Work Arrangement: Primarily in-office, MondayFriday, with the possibility of 1 remote day per week based on business needs and performance.

About the Role

We are looking for a highly organized, proactive, and people-oriented Office & People Coordinator to help keep our New York office running smoothly while creating a welcoming, engaging, and positive workplace experience for a team of approximately 30 employees.

This is a hands-on role for someone who enjoys taking ownership, solving day-to-day problems, supporting employees, coordinating vendors and facilities, and helping create an office environment where people feel supported and connected.

The ideal candidate is reliable, resourceful, detail-oriented, service-minded, and comfortable balancing office operations with employee-facing and light HR responsibilities.

What You'll Do

Office & Facilities Management

Serve as the primary point of contact for day-to-day office operations and facilities needs.

Ensure the office is organized, functional, well-stocked, and welcoming.

Manage office supplies, kitchen/pantry inventory, furniture, equipment, and general office needs.

Coordinate building access, badges, keys, maintenance requests, repairs, deliveries, and service appointments.

Partner with landlords, property management, building staff, cleaning services, and other vendors.

Manage vendor relationships, office documentation, invoices, and recurring services.

Coordinate mail, packages, couriers, and incoming deliveries.

Support office safety, security, furniture installations, office moves, and other facilities projects.

Employee Experience & Culture

Help create a welcoming, collaborative, and positive office environment.

Serve as an approachable resource for employees with day-to-day office questions.

Coordinate monthly company lunches, including vendors, ordering, dietary needs, setup, and cleanup.

Support office events, celebrations, team activities, birthdays, and employee engagement initiatives.

Prepare workspaces, badges, supplies, and other onboarding needs for new employees.

Identify ways to continuously improve the employee and workplace experience.

HR & People Operations Support

Provide administrative support to the HR/People team.

Assist with onboarding and offboarding processes.

Coordinate new-hire paperwork, access, equipment, and onboarding logistics.

Maintain employee records and documentation as appropriate.

Support benefits administration, HR communications, and routine People Operations processes.

Handle confidential employee and company information with discretion.

Assist with HR projects and initiatives as needed.

Administrative Support

Provide general administrative support to the office and leadership team.

Welcome visitors and provide a professional guest experience.

Coordinate meetings, visitors, deliveries, and occasional office scheduling.

Maintain organized records, files, vendor information, and office documentation.

Support special projects and other administrative needs as required.

What We're Looking For

Approximately 14 years of experience in office administration, workplace experience, facilities, hospitality, HR coordination, or a related field.

Strong organizational skills and attention to detail.

Proactive mindset with a strong sense of ownership and follow-through.

Warm, professional, approachable, and service-oriented personality.

Strong written and verbal communication skills.

Ability to work effectively with employees, vendors, building management, and external partners.

Ability to manage multiple priorities in a fast-paced environment.

Resourceful and solutions-oriented approach.

Ability to handle confidential information with discretion.

Proficiency with Microsoft Office.

Comfortable learning new systems and tools.

Comfortable working primarily in-office and supporting day-to-day employee needs.

What Success Looks Like

Success in this role means the office runs smoothly, employees have what they need, facilities issues are resolved quickly, vendors are well managed, new hires have a welcoming onboarding experience, and office events and activities are coordinated seamlessly.

You'll be someone employees can rely on and someone who helps make the workplace organized, connected, and enjoyable.