Job Description
Our investment client is seeking a Temporary to Permanent Office Coordinator to support the smooth daily operations of their New York office. This individual will serve as the primary point of contact for guests and vendors, manage a range of administrative and facilities-related functions, and assist the Office Manager in maintaining an organized, professional, and welcoming workplace. The ideal candidate is proactive, resourceful, and enjoys being the "go-to" person in a dynamic office setting. This position offers an excellent opportunity to contribute to a growing investment management firm with a strong reputation in commercial real estate finance. Position is hybrid Monday, Tuesday, Wednesday onsite, Thursdays and Fridays remote. Person must have flexibility to come onsite on "remote" days. Hours: 8:30am-5:30pm with 30 mins lunch with flex for overtime. 8am start time on Mondays.
Key Responsibilities
- Serve as the first point of contact for all guests, including greeting visitors, managing building security check-ins, and coordinating meeting room logistics.
- Manage the phone system and handle incoming calls professionally.
- Track and communicate daily attendance updates.
- Prepare and process expense reports for the COO and CFO.
- Manage inventory and ordering for all office and kitchen supplies (snacks, beverages, office materials).
- Coordinate with vendors for office maintenance, repairs, and Certificates of Insurance (COI) compliance; ensure smooth resolution of issues as they arise.
- Handle all incoming and outgoing mail and packages (FedEx, USPS, certified mail).
- Manage business card orders and approvals.
- Coordinate catering orders and oversee setup and cleanup for office events and meetings.
- Assist with employee onboarding and offboarding logistics.
- Support the planning and execution of internal events and initiatives.
- Provide vacation coverage for the Office Managers executive assistant responsibilities.
- Contribute to ad hoc administrative and facilities projects as needed.
- Maintain working knowledge of conference room IT systems and office equipment to ensure proper use and troubleshooting support.
Qualifications
- Bachelors degree preferred.
- 3+ years of relevant professional experience in an office coordination, facilities, or administrative role.
- Proficiency with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), Zoom, and Teams.
- Experience with Concur (expense management) and ADP (HR/payroll) preferred.
- Strong organizational skills with the ability to multitask and prioritize effectively under tight deadlines.
- Excellent communication and interpersonal skills; able to interact with colleagues and visitors at all levels.
- Proven reliability, discretion, and professionalism in handling confidential information.
- Self-motivated and able to work independently with minimal supervision.
- Willingness to assist with occasional light physical tasks (e.g., restocking supplies, event setup).
- Authorization to work in the United States.
Pay:
- Temp rate in line with $85K-95K perm base + bonus
- Medical, dental vision, 401K, 10 holidays, sick time
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:
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
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)
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Job Tags
Permanent employment, Temporary work, Work at office, Remote work, Flexible hours,