What are the responsibilities and job description for the Office Operations Coordinator position at Career Group?
Office Operations Coordinator
A premier, high-growth AI firm is seeking a dedicated Office Operations Coordinator. As the company continues to grow and build-out across three offices in NYC, they need a proactive professional to manage the daily "run of show" and help build the operational infrastructure of our New York hub.
This isn't a typical 9-to-5 administrative role. We are looking for a "wearer of many hats" who thrives in a fast-paced, scrappy startup environment and is eager to develop deep expertise in facilities management and high-touch hospitality.
Comp & Benefits
- $80,000 – $100,000 base (commensurate with experience) Performance Bonus Equity
- 100% company-paid medical benefits, 401k matching, and unlimited PTO.
- Fully catered breakfast, lunch, and early dinner plus a stocked kitchen of snacks.
Qualifications
- 1 years of experience in office coordination, reception, or corporate operations.
- A background in hospitality or retail is highly preferred; you understand what it means to serve a high-performing team.
- Strong problem-solving skills and the ability to pivot quickly in an ambiguous environment.
- Must be able to work 100% onsite in SoHo, Monday through Friday and be committed to working flexible hours as needed to get the job done.
Key Responsibilities
- Office & Facilities Management: Act as the primary point of contact for vendor relations, sourcing and scheduling contractors (HVAC, plumbing, electrical), and maintaining a vetted database of service providers.
- Daily Execution: Oversee janitorial and kitchen support to ensure our spaces are pristine. Manage inventory, restock supplies, and organize incoming packages.
- Strategic Scaling: Propose and implement solutions to help our operations keep pace with our rapid headcount growth.
- Employee Experience: Facilitate onboarding workflows, including the creation of new-hire welcome kits and conducting office tours.
- Rapid Response: Own the office operations communication channels, providing immediate solutions to facilities issues or team requests.
Who You Are
- Driven & Dedicated: You are in a "building" phase of your career. You are comfortable with flexible hours, including evenings/weekends, to ensure the mission succeeds.
- Anticipatory Thinker: You don't wait for instructions. You identify failure points before they happen—if a light is flickering or the Wi-Fi is lagging, you’ve already contacted a vendor.
- High Autonomy: You enjoy a flat structure where you are trusted to make decisions, negotiate deals, and own projects from start to finish.
- Personable & High-Visibility: As a central figure in a 200 person office, you possess a "5-star hospitality" mindset and treat every interaction with urgency and professionalism.
Please submit your resume to apply!
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