Office Operations Coordinator

Blue Panda Office Spaces, located in Williamsburg, Brooklyn, is seeking a proactive and detail-oriented full-time Office Operations Coordinator to oversee the day-to-day operations of our office spaces and ensure that tenants experience a seamless and high-quality environment. This in-person position will require someone who excels in customer service, property management, team coordination, and overall office operations. You will play a key role in maintaining tenant satisfaction, managing office space availability, and coordinating maintenance, events, and vendor relationships.

For the first two months, this position will be part-time, allowing for a smooth transition into the role. Beginning in June 2025, it will shift to a full-time position.



Key Responsibilities:

Tenant Relations

• Respond to tenant questions and complaints efficiently, ensuring excellent customer service and high tenant satisfaction.
• Actively follow up with tenants to address any issues and ensure concerns are resolved promptly.

Site Visits & Maintenance Coordination

• Conduct regular site visits to ensure that all office suites are in pristine condition.
• Identify and address maintenance issues promptly, coordinating with the maintenance team (in consultation with your supervisor) to ensure timely resolutions.

Availability Tracking

• Maintain an updated list of office availability on a shared Google Drive and other platforms used by Blue Panda. Ensure that the information is accurate, organized, and easily accessible to the team.

Inquiries & Tours

• Respond to new inquiries immediately, offering tours of the office spaces and providing information about available services (hourly, daily, full-time, part-time offices, virtual offices).
• Follow up within 3-4 days to offer additional information and services, ensuring timely and professional communication to attract new tenants.

Record Keeping

• Maintain up-to-date tenant records, including contact information and office assignments, ensuring all records are organized and easily accessible in the format already in use by Blue Panda.

Inventory Management

• Manage office supply orders in a cost-effective manner, adhering to Blue Panda’s sustainability guidelines.
• Ensure that necessary supplies are always available while minimizing excess waste. Deliver supplies to the appropriate office suite, as needed.

Team Coordination & Supervision

• Supervise the housekeeping team and handyman to ensure the cleanliness and maintenance of office spaces.
• Coordinate schedules and tasks for the team to maintain high standards of cleanliness, organization, and overall office upkeep.

Event Participation

• Participate in company events as needed, fostering community engagement among tenants and staff. Help create a positive, collaborative atmosphere.

Office Setup & Moves

• Coordinate furniture deliveries, office setups, moves, and deliveries, ensuring minimal disruption to tenants and that all activities respect the serene environment.
• Ensure that the moving/delivery teams are mindful of office space organization and tenant needs.

Emergency Handling

• Address and manage emergencies or urgent issues that arise within the office spaces during your working hours.
• Serve as the first point of contact during emergencies, coordinating with relevant parties to resolve issues quickly and effectively.

Vendor Coordination

• Liaise with vendors and service providers to ensure timely and quality service delivery.
• Manage relationships and contracts with external vendors (e.g., HVAC services) and ensure they meet Blue Panda's standards.

Special Projects

• Manage special projects, such as the production of marketing materials (postcards, signage, etc.) and establishing partnerships with local businesses to enhance Blue Panda’s tenant perks.

Required Skills and Experience:

• Proven experience in office management – Strong organizational skills, time management, and multitasking abilities.
• Customer service expertise – Excellent communication and problem-solving skills, with a focus on tenant relations and satisfaction.
• Team management experience – Ability to supervise and coordinate teams effectively, ensuring high standards are maintained across office spaces and tenant services.
• Property or facilities management knowledge – Experience coordinating site visits, handling maintenance, and managing office space setups.
• Vendor management skills – Comfortable liaising with vendors and service providers to ensure efficient and quality service.
• Tech-savvy – Experience with office software and tools, including Google Drive, project management tools, and general office technology.
• Attention to detail – Ensure all tasks, from office availability tracking to maintenance coordination, are completed with accuracy and efficiency.

Preferred Qualifications:

• Experience with CRM systems – Ability to use and manage Customer Relationship Management (CRM) software for tracking tenant inquiries, lease management, and communication.
• Experience with TextExpander – Comfortable using TextExpander for efficient communication and management of frequently used responses.
• Experience with Canva – Ability to design and create marketing materials, signage, and other visual content using Canva.
• Experience in real estate, property management, or a similar industry.
• Familiarity with office space leasing and tenant relations.
• Event planning or coordination experience.