Office & Operations Coordinator

Office & Operations Coordinator

Full-Time | On-Site in New York City

Reports to: Operations

Compensation: $24-$29 per hour, depending on experience

About ABG Print

ABG Print is a fast-paced commercial printing company serving many of New York City’s leading businesses. Family-owned and operated since 1992, we have built our reputation by being dependable, thorough, responsive, and committed to delivering great work for our clients.

We are looking for a highly organized, resourceful, and positive Office & Operations Coordinator to join our team.

This person will be based at the front of our office and serve as an extra pair of hands across the company. You will answer phones and welcome visitors, but this is much more than a receptionist position.

You will support our Operations, Project Management, Client Services, and Finance teams by following up on open items, gathering information, coordinating day-to-day needs, helping with administrative work, and making sure important details do not fall through the cracks.

The right person likes being useful. You should be comfortable having different priorities on different days, figuring things out independently, asking thoughtful questions, and looking for ways to make both your own work and the company better. This reflects the role discussed internally as a flexible support position that can help relieve capacity constraints across multiple departments.

What You'll DoFront Desk & Communication

• Serve as the primary person answering incoming telephone calls
• Greet clients, vendors, candidates, delivery personnel, and other visitors
• Route questions and requests to the appropriate department or team member
• Take accurate messages and make sure follow-up happens
• Help prepare the office for client visits, meetings, interviews, and other guests
• Communicate professionally, pleasantly, and clearly by phone, email, and in person
• Help make sure incoming requests do not fall through the cracks

Project Management & Client Service Support

• Provide additional support to Project Management and Client Services during busy periods
• Help respond to straightforward client questions and requests
• Escalate more complicated issues to the appropriate team
• Follow up on open tasks, requests, and project details
• Gather information needed to keep projects moving
• Assist with scheduling and coordinating deliveries and other logistics
• Help maintain organized and accurate project information
• Take on administrative portions of projects so experienced team members can focus on work requiring their expertise

You do not need prior printing experience. We will teach you the business. What matters most is your ability to learn, stay organized, ask good questions, and follow through.

Invoicing, Collections, Payables & Bookkeeping Support

• Support Finance with preparing and processing invoices in QuickBooks
• Assist with routine collections follow-up
• Help organize and process payables, receipts, reimbursements, and supporting documentation
• Gather missing information needed to complete finance-related tasks
• Maintain organized digital and physical financial records
• Assist with data entry, reconciliations, reporting, and cleanup projects
• Help ensure routine financial administrative work is completed accurately and on time

This is not a primary bookkeeping position. The role supports Finance with administrative and transactional work while financial management and accounting responsibility remain with the Finance function.

Office & Operations Support

• Help keep the office organized, stocked, functional, and professional
• Coordinate office supplies, maintenance, vendors, deliveries, and service providers
• Help schedule pickups, deliveries, appointments, and other operational needs
• Assist with organizing files, records, supplies, and shared spaces
• Help coordinate employee events, team activities, birthdays, and other culture initiatives
• Maintain internal checklists, documents, contact lists, and administrative records
• Assist with data cleanup and special projects
• Help resolve practical day-to-day office issues
• Support different departments as priorities and workloads change

At a small business, not every useful task fits neatly into a job description. We are looking for someone who sees something that needs to get done and looks for a way to help.

What We're Looking For

• Prior professional work experience in administration, office operations, customer service, project coordination, finance support, or a similar environment
• Prior experience working at a small business is strongly preferred
• Prior printing industry experience is a plus, but not required
• Exceptionally organized and detail-oriented
• Strong ability to manage multiple open items and priorities
• Excellent follow-through
• Comfortable gathering information independently
• Willing to research a question and make progress before immediately asking someone else for the answer
• Able to ask thoughtful questions when clarification is needed
• Professional and confident speaking on the telephone
• Strong written and verbal communication skills
• Comfortable using Microsoft Office, QuickBooks, Claude and ChatGPT
• Comfortable learning unfamiliar technology and software
• Able to use ChatGPT as a practical tool for research, organization, communication, problem-solving, and improving productivity
• Positive, dependable, responsive, and willing to pitch in
• Good judgment about when to solve something independently and when to ask for assistance
• Comfortable working in a fast-moving environment where priorities can change throughout the day

How We Work at ABGContinuous Improvement

At ABG, we believe in constantly striving to better our service, our company, and ourselves.

For this role, that means learning from mistakes, seeking feedback, becoming more efficient over time, adopting useful tools, and noticing opportunities to improve the way work gets done.

We do not just want someone who can follow a checklist. We want someone who eventually asks whether there is a better checklist.

Ownership

When you own something, you are accountable for its outcome.

If you take responsibility for a task, we expect you to follow it through. If information is missing, find it. If you are stuck, ask. If something is going to be missed, communicate before it becomes a larger problem.

Ownership does not mean never making a mistake. It means taking responsibility for getting to the right outcome.

Communication

Strong communication is essential at ABG.

We operate quickly, work across departments, and serve clients who often need fast answers. Successful teamwork requires clear, respectful, timely, and proactive communication.

Our Goals

Across ABG, we strive to meet three standards:

Always Be Dependable

Do what you say you will do. Be someone your coworkers and our clients can count on.

Always Be Thorough

Details matter. Check your work, gather the information you need, and care about getting things right.

Always Be Responsive

Do not let questions or problems sit unnecessarily. Respond, communicate status, and keep things moving.

Always Be Great: ABG Print

The Person Who Will Be Successful Here

You may be early in your career, or you may already have several years of professional experience. Either can work.

We care more about how you operate.

You are someone who sees five loose ends and wants to tie them up. You are comfortable saying, "I don't know yet, but I'll find out."

You take notes. You follow up. You remember what you said you would do. You ask questions when something does not make sense. You use technology to make yourself more effective.

You are also comfortable shifting between different types of work. One hour you may be answering a customer call, the next helping Finance gather information for an invoice, and later coordinating a delivery or helping Operations solve an office issue.

Most importantly, you bring a can-do attitude to work and look for ways to make the entire team more effective.

Schedule & Compensation

• Full-time, approximately 40 hours per week
• In-person at our New York City office
• $24-$29 per hour, depending on experience
• Overtime paid when applicable
• Company benefits available based on eligibility
• Opportunity to take on additional responsibility over time based on performance, ability, and company needs

To Apply

Please submit your resume along with a short note explaining:

1. Why this position interests you
2. Why you think you would be a good fit for a small, fast-moving company like ABG Print
3. One example of how you have used technology or AI to make yourself more effective at work

We pay attention to how applicants communicate, so clarity, thoughtfulness, and attention to detail matter.