Office Coordinator, New York chez COPE Health Solutions

We are seeking a proactive, detail-oriented, and tech-savvy Office Coordinator to support day-to-day operations in our New York office. This individual will be responsible for creating and maintaining a functional, efficient, and welcoming work environment. The ideal candidate thrives in a dynamic, fast-paced setting, has a collaborative spirit, and possesses strong administrative, IT troubleshooting, and organizational skills.

The Office Coordinator at COPE Health Solutions will report to the Office Manager, and will also support our Information Technology and People Experience teams, with the management and maintenance of the corporate office spaces of COPE Health Solutions’ New York office.  The ideal candidate will have a strong presence with the ability to communicate with employees at all levels, both internally and externally, and possess excellent organizational, interpersonal and communication skills.  

• Maintain a clean, safe, and professional office environment always.
• Serve as the primary liaison with building management, vendors, and office services (cleaning, security, maintenance).
• Manage office space planning, furniture setup, and coordination of construction or expansion projects.
• Oversee distribution, inventory, and reordering of office and kitchen supplies while managing budgets and avoiding waste.
• Organize and support internal moves, workstation preparation, and office upgrades as needed.

• Provide high-touch support to all staff and executives with scheduling, meeting coordination, guest services, and travel logistics.
• Manage calendar bookings and conference room scheduling, including setting up for in-office and virtual meetings.
• Greet and assist guests and vendors with professionalism and warmth.
• Handle mail distribution, shipping, and courier needs.
• Support coordination and logistics for office events, large meetings, and executive gatherings.

• Partner with the Director of IT to support local hardware setup, connectivity issues, printer maintenance, and AV/telecom systems.
• Train staff in proper use of office equipment and ensure instructional materials are available.
• Maintain an office IT checklist and support implementation of basic troubleshooting and ticket triage.

• Maintain accurate documentation of vendor contacts, lease agreements, office layout, and key/fob access assignments.
• Support onboarding and offboarding processes with proper allocation of badges, keys, workspace, and IT tools.
• Track and maintain emergency procedures, safety protocols, and office access policies.

• Bachelor’s degree preferred
•  2+ years of experience in office coordination or business administrative support.
• Proven ability to multitask and manage competing priorities with professionalism and grace.
• Strong interpersonal, written, and verbal communication skills.
• High level of discretion and confidentiality with sensitive information.
• Comfortable supporting executives and interfacing with senior leadership.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Microsoft Teams, Zoom, or similar conferencing platforms.
• Knowledge of project management or task tracking software (e.g., Trello, Asana) preferred.
• Basic IT troubleshooting and comfort with setting up or relocating office technology.

• A proactive, solutions-focused mindset
• Strong sense of ownership and accountability
• Commitment to creating a welcoming and well-functioning workplace
• Enthusiasm for teamwork and cross-functional collaboration
• Ability to remain calm under pressure and adapt to changing priorities