Our client is seeking an organized, dependable and proactive Office Coordinator to work closely with the New York Office Manager by overseeing daily office operations as well as help lead the office support team and handle daily maintenance. The New York office consists of two floors in the Grace Building in midtown Manhattan and includes general office areas, conference rooms, pantries, kitchens, mailroom/print room and restrooms. The Office Coordinator will assist the New York Office Manager with all requests and projects assigned.

Duties and Responsibilities:

** This role requires onsite support Monday through Friday between the core hours of 8:30am-5:30pm ET, with flexibility before and after depending on the needs of the office **

Train, supervise and coach a team of New York receptionists and administrative assistants

• Oversee the general maintenance and upkeep of the office, with special attention to reception and first impression areas
• Maintain conference rooms, ensuring tidiness and cleanliness between meetings
• Oversight of receptionist duties including visitor registration, greeting guests and host notification upon visitor arrival
• Source, select and contact appropriate vendors to perform necessary maintenance and repairs
• Act as the liaison between the office and building management
• Provide support and back-up coverage for executive assistant and administrative assistant duties as needed
• Communicate issues and potential solutions to the New York Office Manager
• Comply with health and safety regulations and act as Safety Officer to ensure safety requirements are upheld at all times, managing site emergency action plans and responding to emergency situations on site when needed
• Assist with maintaining inventories, ordering supplies, managing deliveries and restocking the kitchen and office throughout the day
• Assist with the logistics of in-office meetings and events such as ordering supplies, food and beverage, as well as setting up and breaking down of furniture and catering
• Coordinate with Brunswick professional services teams, including ICT, Operations, Finance and Human Resources
• Manage various administrative tasks and systems including but not limited to answering calls and emails, and scheduling conference rooms and hotel desks
• Operate dishwasher daily; wipe down counters and tables, sweep floors and empty trash as needed
• Make minor repairs, such as changing light bulbs
• Respond to special requests throughout the day
• Physical Demands and Work Environment:Ability to conduct face-to-face discussions with individuals or groups at all professional levels
• Work in close proximity to others
• Standing and/or walking, sitting, stooping, or kneeling
• **Physical requirements may include the ability to lift and move boxes weighing up to 40 lbs. **

Knowledge, Skills, and Abilities

Ability to multi-task in a fast-paced, confidential client driven environment

• At least four (4) years of administrative, facilities, hospitality management or operations experience
• Bachelor’s Degree (or equivalent) in applicable field
• At least two (2) years experience supervising and mentoring staff
• Must be willing to work assigned hours
• Strong verbal and written communication skills
• Project management experience preferred
• Detail-oriented
• Resourceful self-starter and problem solver
• Swift to adapt to various personalities and situations
• Works well independently and as a team player
• Ability to organize, prioritize and manage multiple requests
• Ability to take on challenges and maintain a proactive approach to the role
• Approachable, inclusive member of the New York team
• Advanced software skills (Microsoft Outlook, Word, Excel, PowerPoint, etc.)
• While not required, the following would be a plus: Multi-lingual
• Familiarization with and knowledge of the New York City area