Office Coordinator

Requirements

• You are a highly organized, professional, and service-oriented team member who thrives in a fast-paced environment and takes pride in keeping people, processes, and operations running smoothly.
• You build strong relationships across teams, navigate varying priorities with professionalism, and remain adaptable in a dynamic environment.
• You are proactive in identifying process improvements and leveraging technology, including AI-powered tools, to streamline administrative work and improve efficiency. You also enjoy supporting team events, outings, and workplace initiatives that strengthen culture and connection.
• ESSENTIAL JOB FUNCTIONS
• Office Operations & Maintenance
• Manage incoming office deliveries and distribute items to employees
• Coordinate general office maintenance (HVAC, restrooms, etc.) by liaising with building management
• Oversee upkeep of office equipment and appliances (coffee machine, water dispenser, air purifiers, filter replacements)
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Initiate corrective actions as needed to ensure smooth office operations and a safe working environment
• Process incoming and outgoing mail communications, both internally and externally, maintaining professional image
• Proactively look for opportunities to improve operational efficiency by leveraging AI and technology tools to automate routine administrative and coordination tasks.
• Supplies & Inventory Management
• Order and restock office supplies (snacks, beverages, paper goods, etc.)
• Negotiate and execute the purchase of office supplies, furniture, and office equipment to obtain the best deals possible without sacrificing quality and within approval limits
• Maintain organization and inventory of supply areas, including the office supply closet and IT storage shelves
• Workspace Upkeep
• Ensure the office is presentable for employees and guests (e.g., clear hallways, tidy conference rooms)
• Support cleanliness and organization of the storage spaces
• Ensure conference rooms are prepared in advance of client meetings
• Office Coordination
• Update and maintain the desk assignments and capacity grids, as applicable
• Assist with office moves and space reconfigurations
• Create and maintain a directory of key office contacts and vendors (names, roles, phone numbe

Benefits

Additional Information

About On Board Experiential (OBE) OBE is a global marketing agency that brings brands to life through culture-shaping experiences. For more than 30 years, we've partnered with iconic brands - including Nike, the NFL, JPMorganChase, Meta, Sephora, Starbucks, and Converse - to build community, create cultural relevance, and drive measurable business impact. With offices in Los Angeles, New York, San Francisco, and London, we activate globally. OBE is also a founding member of The ADD Collective, extending our reach and resources while staying true to our core capabilities. We've been recognized by Event Marketer as one of the best places to work in events - and we couldn't agree more. The most important part of our business is our people. They are hardworking, imaginative, and make genuinely remarkable things happen. But behind every great activation is a human who deserves rest, connection, and a life outside of work. That's why we invest in recovery days, company offsites, happy hours, and the kind of friendly-but-competitive fitness challenges that bond teams for life. We show up for each other - in open conversations that heal, inspire, and bring us closer. We want to hear about your lived experiences, your unconventional ideas, and the perspectives only you can bring. Being unapologetically yourself isn't just welcome here. It's part of the job. SUMMARY OF POSITION The Office Coordinator plays a key role in creating a welcoming, organized, and efficient workplace experience for employees and guests. This position is responsible for supporting day-to-day office operations, including facilities coordination, vendor management, supply and inventory oversight, workspace upkeep, and employee experience initiatives. The Office Coordinator serves as a local point of contact for office-related needs and helps ensure the office remains a productive, professional, and engaging environment. This is a part-time, non-exempt position based in our New York City office. The ideal candidate is highly organized, service-oriented, proactive, and comfortable managing multiple priorities independently. They enjoy creating exceptional workplace experiences, solving problems, and partnering across teams to support both employees and the overall success of the office.

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