✨ AI Insights & Summary
On Board Experiential (OBE) is seeking a proactive and detail-oriented Office Coordinator for their New York City office, offering a hybrid work model. This part-time role is crucial for maintaining a seamless and positive workplace environment, managing everything from facilities and supplies to employee experience initiatives. It's a perfect opportunity for someone who excels at organization, enjoys problem-solving, and is passionate about creating an exceptional office atmosphere, with an explicit encouragement to leverage AI tools for enhanced efficiency.
About On Board Experiential (OBE)
OBE is a global marketing agency that brings brands to life through culture-shaping experiences. For over 30 years, we've partnered with iconic brands—including Nike, the NFL, and Meta—to build community, create cultural relevance, and drive measurable business impact. With offices in Los Angeles, New York, San Francisco, and London, we activate globally. We've been recognized as one of the best places to work in events and deeply value our people, fostering a supportive and inclusive culture.
SUMMARY OF POSITION
The Office Coordinator is key to creating a welcoming, organized, and efficient workplace for employees and guests. This role supports daily office operations, including facilities, vendor management, supply oversight, workspace upkeep, and employee experience initiatives. Serving as a local point of contact, the Office Coordinator ensures the office remains a productive, professional, and engaging environment. This is a part-time, non-exempt position based in our New York City office, ideal for a highly organized, service-oriented, and proactive individual comfortable managing multiple priorities independently.
WHO YOU ARE
You are a highly organized, professional, and service-oriented team member who thrives in a fast-paced environment and takes pride in keeping operations running smoothly. You enjoy a diverse range of responsibilities, from office operations and onboarding to administrative and executive support. You are proactive in identifying process improvements, leveraging technology (including AI-powered tools) to streamline tasks, and enjoy supporting team events and culture-building initiatives.
ESSENTIAL JOB FUNCTIONS
Office Operations & Maintenance
- Manage incoming office deliveries and distribute items.
- Coordinate general office maintenance with building management.
- Oversee upkeep and maintenance of office equipment and appliances.
- Supervise the maintenance and arrangement of office facilities.
- Initiate corrective actions for smooth operations and a safe environment.
- Process and manage incoming/outgoing mail communications.
- Proactively identify opportunities to improve operational efficiency using AI and technology tools.
Supplies & Inventory Management
- Order and restock office supplies, snacks, and beverages.
- Negotiate and purchase office supplies, furniture, and equipment.
- Maintain organization and inventory of supply areas.
Workspace Upkeep
- Ensure the office is presentable for employees and guests.
- Support cleanliness and organization of storage spaces.
- Prepare conference rooms for client meetings.
Office Coordination
- Update and maintain desk assignments and capacity grids.
- Assist with office moves and space reconfigurations.
- Manage a directory of key office contacts and vendors.
- Oversee office build-outs and maintain vendor relationships.
Employee Experience Initiatives
- Coordinate lunch orders and catering for office events.
- Procure refreshments for special occasions and office events.
- Contribute to initiatives enhancing the employee office experience.
- Plan and budget for office outings and culture-building activities.
DESIRED SKILLS AND EXPERIENCE
Education & Experience
- 1-2 years of experience in office administration, office coordination, workplace experience, hospitality, facilities coordination, or related roles.
- High school diploma or equivalent required; Associate's or Bachelor's degree in a related field preferred.
- Experience coordinating vendors, supplies, facilities, and office services.
- Proven ability to manage multiple priorities and work independently in a fast-paced environment.
Essential Knowledge, Skills and Abilities
- Exceptional organizational and time management skills.
- Ability to prioritize competing requests and manage multiple projects.
- Strong attention to detail and follow-through.
- Excellent verbal and written communication skills.
- Strong interpersonal skills and ability to build positive relationships.
- Service-oriented mindset focused on creating a welcoming environment.
- Proactive problem-solving and ability to escalate issues appropriately.
- Comfortable working independently and making decisions within established guidelines.
- Proficiency with Microsoft Suite (Outlook, Teams, Excel, Word).
- Ability to learn new systems and technologies quickly.
- Natural curiosity and drive for continuous learning.
Other Qualities & Skills
- Passion for creating a positive employee experience.
- Ability to anticipate office needs.
- Strong hospitality mindset and attention to presentation.
- Comfortable partnering with senior leaders and supporting all employees.
- Flexible and adaptable in a dynamic environment.
- Willingness to support occasional special projects and events.
- Ability to lift and move packages up to 25 pounds.
- Willingness to work a hybrid schedule (up to 4 days in office).
Work Schedule
- Part-time position (approx. 24 hours per week).
- Anticipated schedule: Monday & Wednesday 9:00 a.m. - 1:00 p.m., Tuesday & Thursday 8:30 a.m. - 5:00 p.m.
- Occasional flexibility may be required for company events or business needs.
Compensation
- Compensation Range: $25.00 - $35.00 per hour.