Office Coordinator (6 month Consultant)

Office Coordinator

Location: Lawrenceville, New Jersey

Type: Consultant, On-Site, Mon-Fri 08.00-5.00

Reports To: Director, Business Operations, Global Property

Pay Range: $20-30 an Hour

The Role

We are seeking a proactive, highly organised, and detail-oriented Office Coordinator to manage the day-to-day running of our 100-seat office.

While our serviced office provider takes care of the building's base structural facilities, you will be our dedicated, hands-on point of contact on the ground. You will ensure our workspace is safe, well-stocked, and running smoothly, acting as the vital link between our on-site team, local vendors, and our centralised Global Property team.

On-Site Space Management & Coordination

• Space & Desk Tracking: Maintain highly accurate, up-to-date records of floor plans and "names to desks." Track all changes and proactively inform the Global Property team of updates.
• Daily Quality Checks: Conduct a thorough, daily walk-through of the site to review service levels. Log any facilities or maintenance (FM) issues found, establish a robust tracking process, and ensure all issues are resolved to completion.
• Pantry & Stock Control: Monitor and support the replenishment of pantry items, kitchen supplies, and office stationery, collaborating closely with on-site teams to meet their needs.
• Oversee the onboarding/offboarding process for the physical workplace (assigning badges, desk setups, and space orientations).

Incident Response & Escalation

• Act as the Single Point of Contact for any issues arising within our designated office space. This will include all facilities related issues such as temperature complaints, cleaning requests, general office queries
• Respond quickly and calmly to workplace emergencies, addressing them appropriately and escalating critical issues to the Global Property team when necessary.

Internal Communications & Onboarding

• Site Announcements: Responsible for ensuring all day-to-day communications for anything affecting the physical site or our employees are drafted, agreed upon, and issued clearly and timely.
• Onboarding & Site Handbook: Own and keep the site handbook up to date with key local office details. Partner with HR to ensure every new starter receives this during their onboarding process.

Workplace Health, Safety & Readiness

• Maintain an active awareness and support the implementation of local on-site processes for:
• Health & Safety (H&S): Ensure local fire safety, first aid protocols, and emergency evacuation procedures are clear and compliant.
• DSE (Display Screen Equipment) Assessments: Assist in coordinating ergonomic workstation assessments for employees.
• Business Continuity Plans (BCP): Know the protocol for operational disruptions and support execution if needed.

Key Competencies & Experience

• 13 years of experience in office administration, reception, hospitality, or facilities coordination. Experience in a serviced office or co-working setting is highly regarded.
• Action-Oriented: A natural "doer" who takes pride in a tidy, functional space and notices the small details (e.g., broken light, a low coffee container) before others do.
• Excellent Communicator: Strong written and verbal communication skills, with the ability to write clear, professional update emails to the local team.
• Tech-Comfortable: Able to easily navigate spreadsheets, basic workspace tools, and messaging apps.
• Calm Under Pressure: Able to prioritise tasks when multiple requests arrive at once, and act as a steady, reliable presence in an emergency.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status or any other protected characteristic. EEO/Disabled/Vets

Reasonable Accommodation

We are committed to providing reasonable accommodation for qualified individuals with disabilities in our job application and/or interview process. If you need assistance or accommodation in completing your application or participating in an interview due to a disability, email us at View email address on click.appcast.io. Please put "Reasonable Accommodation" in the subject line and provide a brief description of the type of assistance you need. This inbox will not be monitored for application status updates.