Office Coordinator

*W2 Contract Only*

Job title: Office Services Analyst

Start: ASAP- 5-6 Month Contract Duration

Pay Rate: $37.50/hr.

Hours: 35 hours per week

Location: Hybrid schedule in NY in GM Building- 767 Fifth Ave New York NY, 19-20 floor

The Office Services Analyst will provide administrative and operational support for the Global Travel & Meetings program and Office Services team. The role will coordinate day-to-day activities, maintain records and reporting, assist with supplier communications, support invoice and budget tracking, support preparation materials and presentations and respond to internal and external stakeholder requests. The Role will also support travel program activities, training coordination, process documentation and routine reporting.

The role will report into the Global Travel & Meetings Director. The individual will become well versed in various travel related strategies, terminology, administrative and will support the execution ensuring ELC’s best in class travel program is deployed.

Day-to-Day Responsibilities:

Budget Management:

• Support Global Travel & Meetings budget owner, overseeing the team’s budget.
• Conduct monthly reviews with finance to track expenditures and ensure the team remains within budget.

Invoicing:

• Support tracking and initiation of invoices for payment.
• Follow up internally to ensure timely payment to suppliers.

Expense Administration:

• Review top spender, personal & card/no choice reports, analyze spending patterns ensuring policy compliance.
• Occasionally access Expense platforms pulling spend & receipt reports.

Unlocking the Data:

• Maintain a weekly cadence with the supplier to consolidate travel spend data and launch enhanced reporting dashboards.
• Collaborate with internal stakeholders such as HR for communications, finance for KPIs, and frequent travelers/managers for behavioral insights.

Ad Hoc Reporting:

• Support preparation reporting presentations (PPTs) upon request from the team and the VP to provide insights.
• Support American Express Card spend data & reconciliation reporting.

General Administrative Support:

• Provide administrative and operational support to the Office Services team, ensuring day-to-day activities are coordinated efficiently and professionally.
• Assist with the coordination of office services, including workplace supplies, pantry services, mailroom activities, reception support, conference room readiness, and general office operations.
• Support the coordination of vendor activities, site visits, maintenance services, deliveries, and special projects.
• Assist with the preparation of purchase orders, invoices, expense reports, service documentation, and other administrative records.
• Maintain accurate records, logs, schedules, inventories, contact lists, and standard operating procedures.
• Assist with data collection, reporting, and preparation of presentations.
• Partner with internal teams, including Human Resources, Finance, Procurement, Security, Information Technology, and Facilities, to support cross-functional initiatives.
• Contribute to process improvements, documentation updates, and the implementation of consistent office services practices.
• Provide support as necessary to the Fleet Manager.