Office Coordinator (new york city: manhattan)

Privately held global developer, owner, and operator of energy infrastructure assets based in Midtown East, Manhattan, is seeking to hire a Temporary Office Coordinator to play a key role in supporting daily office operations while providing administrative and logistical support to a team of Executive Assistants.

This position helps ensure seamless coordination across executive support functions, maintains organized office processes, and serves as a central point of contact for office-related needs. The Office Coordinator contributes to a professional, efficient, and well-run workplace by anticipating needs, managing priorities, and enabling Executive Assistants and leadership to operate effectively.

Requiring 5 days on-site from the hours of 8/8:15-5:30/6pm, there are paid overtime opportunities and a general flexibility needed.

KEY RESPONSIBILITIES / ESSENTIAL FUNCTIONS:

Office Operations & Facilities Management

• Ensure the office is fully prepared and operational at the start of each day, including setting up conference rooms and maintaining shared spaces such as the in-office shower and changing areas.
• Oversee day-to-day office operations and procedures to maintain a clean, organized, and efficient workspace.
• Manage regular restocking of office supplies and kitchen items (e.g., snacks, beverages), maintain dishware (including dishwasher management), and ensure restrooms are fully stocked and in good condition.
• Maintain a safe, secure, and welcoming work environment for employees and visitors at all times.

Vendor & Building Management

• Develop and maintain strong relationships with building management, vendors, and external service providers.
• Coordinate with contractors, landlords, and real estate agents in partnership with the CFO and Special Projects Manager.
• Support office space planning and infrastructure needs, including office moves, workstation changes, and expansions.

Administrative & Financial Support

• Process and submit expense reports through Concur for the CEO, Executive Assistant, and investment team.
• Track and submit office-related expenses in a timely and accurate manner.
• Prepare, manage, and organize correspondence, documents, and meeting materials.

Executive & Team Support

• Provide direct support to the CEO, including handling occasional errands and time-sensitive business or personal tasks.
• Support visitors by greeting guests and ensuring high-quality in-office experience.
• Manage incoming and outgoing mail, deliveries, shipping, and courier coordination.

Events & Culture

• Lead the planning and execution of in-office events, including weekly team lunches, catering coordination, and corporate dinners.
• Partner with the Special Projects Manager on large-scale corporate events such as offsites, conferences, and investor events.

REQUIRED QUALIFICATIONS

• High School Diploma or GED (Required)
• Associates or Bachelor's Degree (Preferred)
• 1-3+ years of relevant experience in customer service or administrative support.

KNOWLEDGE, SKILLS AND ABILITIES:

• Understanding of general office operations, administrative procedures, and facilities coordination
• Familiarity with expense management processes and tools such as Concur
• Basic knowledge of vendor management, workplace safety standards, and office services coordination
• Proficiency in standard business software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
• Excellent verbal and written communication skills with a professional and service-oriented approach
• High attention to detail and ability to maintain accuracy in administrative and financial tasks
• Problem-solving skills with the ability to anticipate needs and address issues proactively
• Strong interpersonal skills and ability to build relationships with employees, vendors, and leadership
• Event coordination and logistics management skills for meetings, lunches, and corporate events

PHYSICAL REQUIREMENTS:

• Ability to perform a combination of sedentary and active tasks, including sitting, standing, walking, lifting and carrying items up to 25-30 pounds, and performing routine office and manual duties (e.g., setting up spaces, restocking supplies), with sufficient mobility, manual dexterity, and communication ability to effectively support daily office operations.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or 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)