Office Coordinator

Office Coordinator

Olson Kundig is a design practice founded on the idea that buildings can serve as a bridge between nature, culture, and people and that inspiring surroundings have a positive effect on people's lives. We are seeking a detail-oriented and proactive Office Coordinator to join our New York office. This dynamic on-site role supports day-to-day office operations and provides essential administrative support across a variety of tasks. As the first point of contact for staff, clients, and visitors, the Office Coordinator plays a key role in creating a warm, professional, and efficient environment. This position also collaborates closely with our Seattle headquarters to ensure a consistent, high-quality experience across offices. We're looking for someone who is friendly, resourceful, and highly organized, with a strong commitment to delivering excellent service. A positive, can-do attitude and the ability to take initiative are essential. If you're a collaborative team player who enjoys helping others and thrives in a fast-paced, creative setting, we'd love to hear from you.

What You'll Do

• Office & Administrative Support : Manage incoming and outgoing mail, deliveries, and courier services, including unboxing and distributing packages promptly. Maintain a clean, organized, and clutter-free office, including the kitchen, conference rooms, restrooms, desks, and storage areas. This includes taking out trash and recycling, breaking down boxes, and running the community dishwasher, as needed. Monitor and restock kitchen, bathroom, and office supplies. Set up conference rooms for meetings, Zoom calls and clean up afterwards. Provide light maintenance for office equipment such as printers and plotters. Support the upkeep of the materials library. Prepare new hire workstations for a smooth and welcoming first day. Coordinate catering and refreshments for meetings and office events. Maintain records of receipts and event-related expenses and submit them to the finance team regularly. Adjust schedule as needed to support early / late events, meetings, and deadlines.
• Reception & Front Desk Duties : Support a high-quality guest and staff experience through thoughtful communication and responsiveness. Answer and route incoming calls; manage visitor check-ins. Maintain a professional and inviting reception area.
• Event Planning : Plan and coordinate food, beverage, and logistics for internal and external meetings, including researching vendors. Help plan and organize office events and celebrations in collaboration with team members and vendors. Be available for events and meetings outside standard office hours as needed.
• Vendor & Facility Coordination : Communicate with building management regarding maintenance, trash pickup, deliveries, and building access. Coordinate janitorial services and manage cleanliness standards. Schedule repairs and upkeep for office equipment, appliances, and HVAC equipment. Liaise with local IT vendor and in-house IT team to manage technology equipment, maintenance, and ordering.
• Additional duties and projects : As assigned or necessary.

Requirements : Minimum 2 years of experience in office support, administration, or a related field. Experience coordinating meetings, meals, or office events. Proven ability to manage time and competing priorities effectively. Comfortable with digital tools, especially : Intermediate to Advanced : MS Outlook, MS Teams, Web Browsers. Beginner to Intermediate : MS Word, Excel, ERP systems (Deltek a plus).

Nice to Have : Experience in architecture, design, engineering, construction, or creative environments.

What you can expect from us :

In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more. As a firm, we are committed to pay practices that are fair, competitive, and reflect internal pay equity. At the time of this posting, the hiring range for this position in New York City is between $53,000 and $57,000 annually. Final salary decisions are made based upon the extent and relatedness of the candidate's education and experience and considering internal equity and external market factors.

All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.