Operations/Office Coordinator

Job Description

Job Description

Our client, a high-profile creative and brand organization, is seeking an Operations Coordinator to provide day-to-day operational and administrative support that keeps the company running smoothly, working closely with the Director of Business Operations and the Executive Operations Lead. Roughly half of the role is dedicated to hands-on office and facilities management, and the other half to supporting the broader operations functions.

Because this role sits at the center of daily operations and works closely with leadership who are not always on-site, the ideal candidate is highly organized, self-directed, and detail-oriented, with the initiative to anticipate needs and move work forward independently. This is a full-time, in-office position. Success means building trust over time, maintaining accurate systems and records, and freeing up the broader operations team to focus on higher-level strategic work.

Key Responsibilities:
Includes but is not limited to:

Office & Facilities Management

• Organize day-to-day office operations and procedures, including supply requisitions, mail and shipping, deliveries, and inventory management.
• Serve as the primary point of contact for office maintenance, equipment, and facilities-related issues, coordinating solutions with building management and external service providers.
• Manage relationships with office vendors and service providers, ensuring reliable, high-quality, and cost-efficient service.
• Plan and implement office systems, layouts, and equipment procurement to optimize efficiency and support a productive work environment.
• Act as the point person for office guests, coordinating a warm and welcoming experience for meetings, leadership visits, and team gatherings.
• Support logistics for internal meetings and events, including setup, catering, and on-site coordination.
• Establish and maintain trackers and systems to keep office operations organized and running smoothly, ensuring visibility and reliable follow-through.

Operations & Administrative Support

• Provide operational and administrative support to the Director of Business Operations and Executive Operations Lead across a broad range of recurring and ad hoc tasks.
• Build, maintain and improve project boards, timelines, trackers, systems, workflows and documentation across a range of operational processes to ensure progress visibility across operations initiatives.
• Keep records organized and current.

Finance & Expense Support

• Support financial processes, including expense reconciliation and receipt matching in Ramp.
• Support broader budgeting, reporting, and record-keeping in partnership with the operations and accounting teams, as directed.

Travel Coordination

• Help improve and organize the travel request process for improved tracking and visibility.
• Assist with reconciling travel expenses and preparing related spend reports.
• Serve as a back-up to the company’s Travel Specialist, providing support during high-volume periods or when she is unavailable.

Special Projects & Current Initiatives

• Play a key role in the company’s planned office relocation (targeted for late 2026), supporting logistics, vendor coordination, and setup of the new space.
• Support the company’s migration from Microsoft to Google Workspace, assisting with rollout and transition tasks as needed.

Qualifications:

• 2-4 years of experience in operations, office coordination, or a comparable administrative role, ideally in a fast-paced or small-company environment; Bachelor’s degree in Business Administration or a related field preferred.
• Exceptional organizational and multitasking skills, with meticulous attention to detail and a track record of managing competing priorities.
• Highly self-directed, with strong initiative and the ability to work independently in a fast-paced environment and take ownership with limited day-to-day oversight.
• Strong problem-solving skills and a proactive, ownership-driven attitude.
• Excellent communication and interpersonal skills, with the ability to build trust across teams and with external vendors.
• Proficiency in Microsoft Office Suite and Google Workspace; familiarity with tools such as Asana, Ramp, or similar platforms is a plus.
• Comfort working with numbers and financial data, with an interest in developing bookkeeping and expense-management skills over time.
• Demonstrated discretion and sound judgment in handling sensitive and confidential information.
• Previous experience in event planning, vendor management, or travel coordination is a plus.
• Compensation:
  $85,000-$90,000 annual salary + benefits (medical, dental, vision, generous paid time off, 401K)