Office & Community Associate

Position Summary

The Office Associate is responsible for ensuring the smooth day-to-day operations of the New York City office by delivering exceptional administrative and office management support. This role serves as the primary point of contact for office operations, facilities coordination, vendors, and workplace. The ideal candidate is highly organized, customer-focused, proactive, and thrives in a fast-paced corporate environment.

Key Responsibilities

Office Operations & Facilities

• Manage the day-to-day operation of the NYC office to ensure a safe, organized, and welcoming workplace.
• Coordinate meeting room reservations and manage conference room scheduling to maximize space utilization.
• Order, inventory, and maintain office, kitchen, and workplace supplies.
• Serve as the primary liaison with building management for maintenance requests, repairs, office access, and building communications.
• Coordinate office safety initiatives, including fire drills, emergency preparedness activities, and compliance with building protocols.
• Support onboarding by ensuring workspaces and office resources are ready for new employees and visitors.

Mail, Shipping & Vendor Coordination

• Receive, distribute, and ship incoming and outgoing mail and packages.
• Manage office deliveries.
• Order catering and lunches for meetings, leadership sessions, and office events.
• Serve as the primary contact for office vendors, ensuring timely service delivery and issue resolution.

Financial & Administrative Support

• Create and manage purchase orders (POs) for NYC office expenses.
• Review, approve, and process vendor invoices for payment in accordance with company policies.
• Maintain accurate records for office purchases, contracts, and vendor documentation.

Administrative Support

• Provide calendar management for two North America Leadership Team members.
• Coordinate meeting logistics, conference room bookings, and travel-related scheduling as needed.
• Prioritize conflicting meeting requests while ensuring efficient use of executive time.

Workplace Experience

• Help foster a positive employee experience by ensuring the office environment is organized, functional, and welcoming.
• Support internal meetings, leadership visits, and employee engagement activities.
• Identify opportunities to improve office processes, efficiencies, and workplace services.

Qualifications

Education & Experience

• Associate or bachelor’s degree preferred, or equivalent combination of education and experience.
• 5 years of experience in office administration, workplace operations, executive support, or facilities coordination.
• Experience managing purchase orders, invoices, and vendor relationships.

Knowledge, Skills & Abilities

• Exceptional organizational and multitasking skills with strong attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service orientation and ability to build positive relationships across all levels of the organization.
• Ability to work independently, prioritize competing responsibilities, and exercise sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, Teams, Excel, Word, and PowerPoint.
• Experience with procurement or financial systems (e.g., SAP, Coupa, Ariba, or similar) is a plus.
• Comfortable working in a fast-paced, dynamic corporate environment.