Office and Administrative Coordinator (Temporary Position Ending in February 2027)

Office And Administrative Coordinator

Vantage Group is a global leader in airport and transportation investment, development, management, and advisor services. Since 1994, Vantage's corporate and network-wide team has managed an award-winning portfolio, building strong partnerships that integrate global expertise and local know-how to solve complex transportation challenges at every network location. Over three decades, Vantage has built a track record of creating customized solutions to transform airports and transportation centers that benefit the passengers, stakeholders, and communities they serve. Vantage is a wholly owned strategic platform of Investcorp Corsair Infrastructure Partners for capital deployment in the airport and transportation sectors. Visit vantagegroup.com to learn more.

This is a full-time temporary position ending in February 2027. The Office and Administrative Coordinator will report to the Executive Assistant and work closely with Vantage Group's greater Administrative and Executive team. This role will be responsible for supporting the Vantage New York offices and the existing Executive Assistant (NYC). This position requires the ability to anticipate needs, think critically and offer solutions with a high level of professionalism and confidentiality. The position requires collaboration with varied internal stakeholders as well as contributing to and executing comprehensive administrative strategies.

Key Responsibilities

Office Administration

• Support the Vantage NY offices services by implementing efficient systems and policies, establishing standards, and making adjustments/improvements as needed.
• Create a safe and welcoming environment with professionalism, attention to detail, kindness, and Vantage's core values at the forefront.
• Maintain physical office space opening & closing procedures and light cleaning.
• Coordinate with the building management team for maintenance requests and repairs.
• Maintain safety/emergency equipment, as directed by building management, city/state/federal policies, and the Vantage Executive Team.
• Receive, sort, distribute, and document all incoming and outgoing mail and packages.
• Purchase and organize all office and kitchen supplies.
• Serve as the main point of contact for all vendors and office-related accounts.
• Arrange meeting/event logistical support and catering both on and off-site.
• Manage office security system and access badge distribution.
• Project manage any NY office infrastructure or CapEx projects.
• Coordinate with IT administrator on space management system (Officespace).
• Document office policies and procedures and establish a shared repository for other administrative staff.

Administrative Support

• Provide HR and IT Support with the distribution and collection of IT assets in the onboarding and offboarding process.
• Maintain an up-to-date inventory of all IT assets in the offices.
• Process purchase requests from the IT, Marketing, and Business Development teams in a timely and cost-effective manner.
• Completing expense reports for the Senior Corporate Management Team and assisting in reconciling the New York office corporate cards.
• Provide calendar management and meeting scheduling support, as requested by Vantage Executive Team.
• Liaison with corporate travel agents to book travel (domestic and international), accommodation, and ground transportation for the US corporate office personnel (except for C-Suite).
• Prepare meeting presentations, reports, and documents as requested.
• Provide PTO coverage for US-based Executive Assistants.
• Other duties and responsibilities commensurate with the position may be assigned.

Qualifications & Experience

Minimum of 5 years of experience in office administration, office management, executive support, general administration, or a related professional field.

Intermediate to advanced proficiency with Microsoft Office Suite, including Excel, PowerPoint, and Teams.

Experience using office management systems, scheduling software, and communication platforms.

Demonstrated experience managing calendars, coordinating meetings, scheduling appointments, tracking deadlines, and following up on outstanding action items.

Proven ability to handle confidential and sensitive information with professionalism and discretion.

Knowledge, Skills & Competencies

Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple competing priorities.

Excellent verbal and written communication skills, with the ability to communicate effectively with individuals at all levels of an organization.

Strong interpersonal and relationship-building skills, with a client-focused approach.

Highly detail-oriented with a commitment to accuracy, quality, and timely delivery of work.

Strong analytical, reporting, problem-solving, and critical-thinking abilities.

Ability to work cross-functionally and collaborate effectively across all areas of the organization.

Comfortable navigating ambiguity, evaluating options, and making sound recommendations.

Adaptable and flexible, with the ability to respond effectively to changing priorities, learn new systems, and manage unexpected challenges.

Curious and inquisitive, with the ability to ask thoughtful questions and convey complex information to diverse audiences.

Self-motivated and solutions-driven, with a continuous improvement mindset and a focus on achieving results.

Ability to work independently with minimal supervision while contributing effectively as a collaborative team member.

What We Offer

The expected annual compensation for this position includes a base salary of USD $65,000.00 to $82,000.00

Primary Work Location: On-Site at Vantage New York Office

Work Authorization: Only qualified candidates who are legally authorized to work in the United States will be considered.

AI Disclosure: We may use artificial intelligence-powered tools to support candidate sourcing. All applications are reviewed by our Talent Acquisition and Hiring teams, and all selection and hiring decisions are made by human decision-makers. Vacancy Disclosure: This posting is for an existing vacancy. At Vantage Group, we seek and welcome unique backgrounds, perspectives, experiences, and skills. As a global organization, we believe that a diverse, inclusive, and empowered workforce strengthens our ability to innovate and succeed. We are committed to fostering an environment where everyone can contribute, grow, and thrive.

Accommodation for Applicants: We are committed to providing an inclusive and accessible hiring experience. If you require accommodation at any stage of the recruitment process, please contact us at View email address on click.appcast.io We will work with you to provide appropriate support, and requesting an accommodation will not affect your consideration for employment.