Office Coordinator

Office Coordinator | New York, NYWe are currently partnering with a leading independent commodities trading firm, known for leveraging data, research, technology, and trading expertise to deliver consistent, high-quality returns for investors. The business is also affiliated with a global quantitative and systematic investment manager.Our client is seeking an Office Coordinator to join their New York office. This position reports to the Regional Manager and is essential to ensuring the smooth day-to-day operations of the office.Key Responsibilities:Serve as the first point of contact for reception duties, including greeting visitors, managing incoming queries, and coordinating meeting roomsManage relationships with local office suppliers, ensuring reliable and cost-effective services through proactive vendor oversight and contract coordinationSupport business travel needs, resolve issues with travel platforms, and assist with onboarding preferred hotel rates in line with company policyOversee office supplies and consumables, including ordering, inventory tracking, and stock managementPrepare meeting rooms and provide support for AV and equipment issues, liaising with IT teams as neededDeliver a seamless onboarding experience for new hires, including welcome packs, office tours, and explaining facilities and safety proceduresEnsure the daily upkeep and smooth running of the office, coordinating with building management when requiredAct as the main point of contact for access control passes and escalate any security concernsManage catering vendors and ensure smooth delivery of all office catering servicesProvide administrative support to leadership and collaborate with stakeholders across departmentsAssist with internal events and initiatives, including team-building and community activitiesPartner with global administrative teams to maintain consistency and best practices across locationsQualifications & Skills:5+ years of experience in office coordination, team administration, facilities, or a similar roleExperience handling front-of-house and reception responsibilitiesStrong organizational and multitasking abilities with excellent attention to detailExcellent interpersonal and communication skills with a proactive, service-oriented mindsetExperience managing vendors and third-party supplier relationshipsProficiency in Microsoft Office, including Excel