Office Coordinator

Chasen Creative Media is seeking a highly organized, proactive Office Coordinator to support the day-to-day operations of our New York City office and broader agency team. This is a hands-on, fast-paced role at the center of the agency. The Office & Account Coordinator will help keep our office, inventory systems, sample closets, agency logistics, intern program, and administrative workflows running seamlessly, while also providing support to our account teams across PR, influencer marketing, events, and special projects. The ideal candidate is detail-oriented, resourceful, solutions-driven, and someone who genuinely enjoys creating order, maintaining systems, and making sure things get done. This is an ideal opportunity for someone early in their career who wants exposure to the inner workings of a fast-paced communications agency and the beauty, fashion, lifestyle, and entertainment industries. Chasen Creative Media is seeking a highly organized, proactive Office Coordinator to support the day-to-day operations of our New York City office and broader agency team. This is a hands-on, fast-paced role at the center of the agency. The Office & Account Coordinator will help keep our office, inventory systems, sample closets, agency logistics, intern program, and administrative workflows running seamlessly, while also providing support to our account teams across PR, influencer marketing, events, and special projects. The ideal candidate is detail-oriented, resourceful, solutions-driven, and someone who genuinely enjoys creating order, maintaining systems, and making sure things get done. This is an ideal opportunity for someone early in their career who wants exposure to the inner workings of a fast-paced communications agency and the beauty, fashion, lifestyle, and entertainment industries. Key Responsibilities Office Operations & Administration Oversee the daily organization and functionality of the NYC office. Manage office supplies, pantry inventory, equipment upkeep, and vendor coordination. Maintain a polished, organized, and professional office environment. Coordinate incoming and outgoing mail, deliveries, messenger services, and package distribution. Support meeting coordination, document preparation, printing, and other administrative needs. Anticipate operational needs and proactively identify solutions to keep the office running efficiently. Inventory, Samples & Shipping Maintain and organize product closets, storage areas, sample archives, and inventory systems. Track inventory and conduct regular audits to maintain accurate product counts and organization. Coordinate product send-outs, gifting, returns, and shipment tracking for press, influencers, editors, celebrities, and partners. Manage mailing lists, packing, shipping timelines, and inventory preparation for launches, campaigns, and events. Ensure storage and inventory systems remain organized, accessible, and efficient. Intern Program Coordination Coordinate intern schedules, daily assignments, and workflow. Train interns on office procedures, organizational systems, and agency standards. Delegate and oversee intern support across inventory, samples, administrative projects, and office operations. Review work to ensure accuracy, professionalism, and attention to detail. Events & Agency Initiatives Support agency events, brand launches, activations, influencer mailers, and in-office initiatives. Assist with guest tracking, product preparation, shipping, vendor coordination, and onsite logistics. Help ensure materials and products are organized and prepared ahead of events and activations. Provide hands-on support during events as needed. Assist with clipping, placement tracking, and coverage reports when needed Maintain internal databases, contact lists, and agency organizational documents. Team & Executive Support Provide administrative and organizational support to account teams as needed. Provide NYC-based logistical support for senior leadership, including office meals, dining reservations, ground transportation, printing, deliveries, hotel coordination, and other time-sensitive needs. Assist with fast-moving internal requests, special projects, and agency priorities. Maintain office operations as the role's primary responsibility while supporting the broader team wherever needed. Qualifications Bachelor’s degree in Communications, PR, Marketing, Business, or a related field preferred. 1+ year of full-time professional experience (outside of internships); PR, marketing, beauty, fashion, lifestyle, hospitality, or agency experience is a plus. Exceptional organizational skills and attention to detail. Strong sense of urgency and ability to manage multiple priorities simultaneously. Proactive, resourceful, and comfortable taking initiative. Strong written and verbal communication skills. Professional, positive, and collaborative approach. Comfortable working in a fast-paced environment where priorities can shift quickly. Proficiency in Google Workspace and Microsoft Office. Familiarity with social media platforms and digital tools. Experience with inventory, samples, shipping, events, or office operations is a plus. Interest in beauty, fashion, lifestyle, entertainment, and influencer culture preferred. Who You Are You’re the person who notices when something needs to be done before someone has to ask. You’re highly organized, dependable, and energized by keeping people, projects, and spaces running smoothly. You take pride in the details, are comfortable jumping between priorities, and aren’t afraid to roll up your sleeves. Whether you’re coordinating an important delivery, preparing products for an influencer mailer, organizing the sample closet, supporting an event, or helping solve an unexpected office need, you approach every task with the same level of care and urgency. If you’re looking to build your career in PR and communications while gaining hands-on exposure to agency operations, media, influencer marketing, events, and some of the world’s leading beauty and lifestyle brands, we’d love to hear from you. #J-18808-Ljbffr Chasen Creative Media