Office Coordinator

We are looking for a vibrant Office Coordinator to be the heart and soul of our award-winning Design Studio in New York City!

About the Position: 

The Studio Coordinator manages the everyday operations of our NYC studio and plays an important role in fostering and contributing to the company culture. The ideal candidate should have at least two years of experience in a similar position, be highly organized, professional, proactive, independent, crafty, computer savvy, and a self-motivated problem solver. The studio coordinator works closely with our world-class Experience Design Team and stakeholders to make our New York Design Studio a fabulous place to visit and work.

The day-to-day at our studio is never the same, so flexibility and reliability are key. A charismatic personality with a good sense of humor is required, as you will be the welcoming face of our studio. Interest in design and art is a plus. 

As the Studio Coordinator, you will:  

• Open the studio at start of day, bringing it to “GO” mode by ensuring that all meeting rooms, kitchen, and other areas are organized and ready for the team each day 
• Serve as the point person for office manager duties including:
  • Office Maintenance
  • Mail Handling
  • Ordering and stocking of supplies
  • Managing workplace equipment
  • Sorting bills for payment
  • Running errands as necessary

• Greet and welcome visitors to the studio
• Schedule meetings and appointments for designers and Journey executives
• Manage conference room bookings so that each room is in perfect shape for the next meeting
• Organize the office layout and order stationery and equipment
• Proactively maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with the IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Manage office G&A budget to ensure accurate and timely reporting
• Assist in the onboarding process for new hires
• Assist employees on office management issues (e.g., stationery, Hardware, and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering, and security services
• Plan in-house or off-site activities, like parties, celebrations, and conferences
• Maintain upkeep of studio library
• Actively communicates with EAs throughout the company on studio visits, etc. 
• Maintain inventory, organizing and purchasing supplies, snacks, and catering.
• Assist designers as necessary, especially during deadlines. 

About You: 

You are energetic, vibrant, and dynamic. You are a people person who loves to provide exceptional support. You thrive in creative, fast-paced environments, always down to roll up your sleeves to make shit happen. Bonus points if you are interested in Interior Design, Immersive Experience Design, Generative AI, or any creative endeavor. 

The ideal candidate will also have:

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant 
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands-on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Exceptional organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements 

This is an onsite role with the hours of 9:00 am to 6:00 pm Monday-Friday. 

Employment Status: Full-Time (Non-Exempt)