Front Office Coordinator – Major NYC Infrastructure

Location: Midtown Manhattan, New York, NY
Schedule: Monday–Friday, 8:30 AM–5:00 PM | 100% Onsite
Pay Rate: $25–$31/hour
Start: ASAP

The Opportunity

Haas Media is recruiting Front Office Coordinator to support the Program Management Office for a major New York City public infrastructure program.

We are seeking a professional, highly organized Front Office Coordinator to serve as a key point of contact for a busy Midtown Manhattan office while supporting day-to-day office operations, employees, visitors, vendors, meetings, and workplace logistics.

This is a hands-on, fully onsite position for someone who enjoys keeping an office organized, welcoming, well-stocked, and running smoothly. The ideal candidate is dependable, personable, proactive, and comfortable handling everything from greeting visitors and coordinating conference rooms to receiving deliveries, maintaining office supplies, assisting with employee onboarding, and helping keep shared office areas organized.

Key Responsibilities

• Serve as the primary front-office point of contact for employees, visitors, vendors, and deliveries.
• Greet and assist visitors and help maintain a professional and welcoming office environment.
• Coordinate conference rooms, meetings, calendars, and related office logistics.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain office, kitchen, and general workplace supplies; monitor inventory and place or pick up orders as needed.
• Assist with onboarding new employees, including coordinating workspace and office-related needs.
• Maintain office information such as seating assignments, calendars, contact information, and floor plans.
• Coordinate with vendors and building/facilities personnel regarding office maintenance and service requests.
• Help prepare conference rooms and common areas for meetings and office activities.
• Maintain shared office and kitchen areas throughout the day, including restocking supplies, keeping counters and appliances orderly, loading/unloading the dishwasher, and supporting coffee/beverage service.
• Handle occasional local errands for office supplies or other workplace needs.
• Assist with additional administrative and office-support responsibilities as needed.
• Occasionally lift and move office supplies, packages, or equipment weighing approximately 10–20 lbs.

Qualifications

• 3+ years of relevant front-office, office coordination, administrative, workplace operations, or similar experience.
• Strong interpersonal and customer-service skills with a professional demeanor.
• Strong organizational skills and attention to detail.
• Comfortable managing multiple priorities in a busy office environment.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience coordinating visitors, meetings, office supplies, vendors, deliveries, and/or employee onboarding is preferred.
• Able and willing to perform the hands-on responsibilities involved in maintaining an organized and well-functioning office.
• Reliable and able to work onsite in Midtown Manhattan Monday through Friday, 8:30 AM–5:00 PM.
• Bachelor's degree preferred; equivalent relevant professional experience will also be considered.

Who Will Do Well in This Role?

This position is a good fit for someone who takes pride in being the person others can rely on to keep an office running smoothly. You should enjoy interacting with people, anticipating workplace needs, solving everyday office issues, and taking ownership of both administrative responsibilities and the practical, hands-on details of maintaining a professional office environment.

This is not a remote or hybrid position. Candidates should be comfortable working at the front office five days per week and with the full range of administrative, hospitality, and office-operations responsibilities described above.

Interested candidates are encouraged to apply promptly to [email protected] as this is an immediate opening.

Pay: $25.00 - $31.00 per hour

Expected hours: 40.0 per week

Application Question(s):

• How many years of relevant front-office experience?
• Can you be reliable to work onsite in Midtown Manhattan, Monday through Friday, 8:30 AM–5:00 PM.

Experience:

• Administrative: 3 years (Required)

Work Location: In person