Office Coordinator

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. 

WHO YOU ARE 

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 enjoy supporting a wide range of responsibilities, including office operations, employee onboarding, administrative coordination, executive support, and employee experience initiatives. No task is too small, and you approach your work with professionalism, sound judgment, and attention to detail. 

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 numbers) 

• Manage office build-out, maintaining good vendor/contractor relationships and timely follow-up 

Employee Experience Initiatives 

• Coordinate “Together Tuesday” lunch orders via DoorDash business account 

• Provide catering or procure refreshments as requested for special occasions and office events 

• Contribute ideas and support initiatives that enhance the employee office experience (monthly b-day, new hire welcoming) 

• Plan and budget for office outings and culture building activities  

DESIRED SKILLS AND EXPERIENCE 

Education & Experience 

• 1-2 years of experience in office administration, office coordination, workplace experience, hospitality, facilities coordination, administrative support, or related roles 

• High school diploma or equivalent - required; associate or bachelor's degree in Business Administration, Hospitality, Communications, Human Resources, Event Management, or a related field – preferred 

• Experience coordinating vendors, supplies, facilities requests, and/or office services 

• Experience managing multiple priorities and working independently in a fast-paced environment 

Essential Knowledge, Skills and Abilities  

• Exceptional organizational and time management skills 

• Ability to prioritize competing request and manage multiple projects simultaneously 

• Strong attention to detail and follow-through 

• Excellent verbal and written communication skills 

• Strong interpersonal skills with the ability to build positive relationship across all levels of the organization 

• Service-oriented mindset with a focus on creating a welcoming and professional office environment 

• Ability to identify issues proactively and implement practical solutions 

• Sound judgment and ability to escalate issues appropriately 

• Comfortable working independently and making day-to-day decisions within established guidelines 

• Ability to coordinate with building management, vendors, contractors, and service providers 

• Understanding of basic office operations, facilities maintenance, and workplace safety practices 

• Proficiency with Microsoft Suite (Outlook, Teams, Excel, Word) 

• Ability to learn new systems and technologies quickly 

• Natural curiosity—the drive to always be learning and growing, professionally and personally. 

Other Qualities & Skills 

• Passion for creating a positive employee experience 

• Ability to anticipate office needs before issues arise 

• Strong hospitality mindset and attention to presentation 

• Comfortable partnering with senior leaders while supporting employees at all levels 

• Flexible and comfortable in a dynamic, fast-changing environment 

• Willingness to support occasional special projects, office events, and workplace initiatives 

• Ability to lift and move packages and office supplies up to 25 pounds 

• Ability to walk throughout the office and perform routine office inspections and inventory checks 

• Willingness to work a hybrid schedule (up to 4 days in office).  

Work Schedule 

• This is a part-time position scheduled for approximately 24 hours per week and is primarily based in our New York office. 

• The anticipated schedule is Monday and Wednesday from 9:00 a.m. to 1:00 p.m. and Tuesday and Thursday from 8:30 a.m. to 5:00 p.m. Occasional flexibility may be required to support company events, team meetings, or other business needs. 

Compensation Range: $25.00 - $35.00 hour. This is the pay range OBE believes it will pay for this position at the time of this posting. Consistent with applicable law, compensation will be determined based on the level of experience, relevant skills, professional certifications, market pay, and demand for the role. OBE reserves the right to modify this pay range at any time.