Office Coordinator

Our client, a non-profit located in Midtown, Manhattan, is seeking to hire a Long Term Temporary Office Coordinator. Reporting to the People and Engagement Partner, the Office Coordinator provides timely, proactive, high-quality day-to-day office support and administrative tasks, ensuring efficient and effective office operations. This fully onsite position will start by mid February and requires a minimum of 6-9 month commitment. Hours are 9 : 00am - 5 : 00pm with a one-hour lunch.

Responsibilities :

• Coordinate the overall maintenance and upkeep of the office. Duties include, but are not limited to :
• Ensure that the meeting spaces, storage and work areas, and furnishings are clean and well maintained; monitor the cleaning, arrange for additional services as needed
• Oversee periodic refurbishing and small-scale office renovations; arrange and oversee staff office moves as needed; administer and maintain the office keys and building security access system.
• Maintain the organization's relationship with building management, acting as liaison and keeping current with building conditions; ensure certificate of insurance is provided to the building for work performed. Request new hire building access.
• Support the People and Engagement Partner oversee the budget for the office services function, including budget planning, expense management, analysis, and forecasting.
• Manage relationships with office supplies and furnishings vendors; recommend new vendors as needed; oversee the purchase of supplies and office furnishings as needed; support logistics for deliveries with outside vendors, by confirming dates, installation needs, reservation of freight elevators, etc.
• Ensure staff are informed of important reminders related to the office space, building events, updated protocols, maintenance updates, closings, etc., including daily event reminders during NYC weeks.
• Coordinate with IT on office copiers / printers / zoom rooms when necessary
• Oversee office-wide document filing and document destruction systems to ensure efficient use of onsite / offsite space and appropriate archiving of records; oversee periodic forwarding of files to off-site storage company, and the process for retrieving files.
• Support the People and Engagement Partner catering options and vendor relationships.
• Responsible ensure all mail / package deliveries are distributed to appropriate parties.
• Liaise with the People & Engagement Partner and assistants to schedule and manage logistics for meetings, including Board and Partner meetings, managing room reservations, catering, staff events after-work socials and other events.
• Coordinate with assistants and other staff to ensure hotel room reservations are submitted in advance of NYC week; coordinate with hotel representatives to assign confirmation numbers to staff; ensure all staff, visitors and guests are registered when visiting the office; send reminders, check office guest lists, and other related activities.
• Keep abreast of the organization's work by reading materials and participating in staff meetings.
• Perform such other responsibilities and duties as assigned that are consistent with achieving the organization's goals.
• Little to no travel required.

Qualifications :

Hourly rate : $25-28 / hr DOE

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents : Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser : https : / / jobs.beaconhillstaffing.com / eeoc /

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile :

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties / disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information :

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

Salary : $25 - $28