Workplace Coordinator

Job Title: Project Coordinator (Workplace Operations)

Location: New York, NY (Onsite)

Duration: 12-Month Contract

Pay Rate: $30–$34/hour (W2)

Overview

We are seeking a highly organized and proactive Project Coordinator to support daily workplace operations within a fast-paced corporate environment. This role is hands-on and requires a strong service mindset, attention to detail, and the ability to manage multiple priorities across office operations, event coordination, and facilities support.

Key Responsibilities

Daily Operations

• Set up and prepare meeting rooms to ensure they are clean, organized, and fully functional for daily use
• Conduct regular walkthroughs to identify and report maintenance, cleanliness, or space-related issues
• Maintain overall office readiness, ensuring all areas are presentable and operational
• Address ad-hoc requests such as pantry upkeep, spill cleanups, and general tidiness
• Perform routine maintenance tasks such as weekly refrigerator clean-outs

Office Moves & Space Coordination

• Coordinate internal office moves for employees across various levels
• Manage workspace logistics, including seating arrangements and locker assignments
• Collaborate with internal teams to support space planning and optimization efforts

Event Coordination

• Support the setup and execution of internal events, meetings, and large group sessions
• Arrange furniture and room configurations based on event requirements
• Assist with onboarding sessions and other internal programs as needed
• Provide occasional support for weekend events when required

Facilities & Vendor Support

• Respond to facilities-related inquiries and service requests
• Coordinate with vendors and maintenance teams to ensure timely issue resolution
• Provide backup support for team members during absences

Technology & Meeting Support

• Assist with meeting setup, including video conferencing tools such as Zoom
• Troubleshoot scheduling conflicts and ensure smooth transitions between meetings
• Apply knowledge of room layouts and configurations to support efficient meeting setups

Mail & General Office Support

• Assist with mail distribution and deliveries as needed
• Provide general support across office services, including reception coverage when required

Qualifications

• 1–3 years of experience in office coordination, workplace operations, facilities, hospitality, or event support
• Strong organizational and multitasking skills with high attention to detail
• Excellent communication skills, both written and verbal
• Ability to respond promptly to emails, messages, and requests
• Proactive problem-solver with a customer-service mindset
• Comfortable working in a fast-paced, dynamic environment

Additional Requirements

• Ability to lift and move items up to 30 lbs, including furniture and office equipment
• Willingness to be on-site full-time
• Flexibility to support occasional early morning or weekend activities as needed

Preferred Skills

• Experience supporting corporate office environments
• Familiarity with meeting room technology and conferencing tools
• Ability to coordinate across multiple teams and stakeholders

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.