Office Coordinator - Associate

iCapital is powering the world’s alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, and banks evaluate and recommend bespoke public and private market strategies for their high-net-worth clients. iCapital services approximately $184 billion in global client assets invested in 1,471 funds, as of March 2024.

iCapital has been named to the Forbes Fintech 50 for seven consecutive years (2018-2023); a three-time selection by Forbes to its list of Best Startup Employers (2021-2023); and a three-time winner of MMI/Barron’s Solutions Provider award (See link below). 

About the Role

iCapital is seeking an Office Coordinator Associate to join our growing Workplace team. The team is pivotal in crafting an inviting and enriching environment for iCapital's workforce. The ideal candidate is service-oriented with a focus on hospitality, excels in dynamic settings, and possesses exceptional written and verbal communication abilities. This position will contribute to the vitality of our New York City office by overseeing the day-to-day operations and bolstering employee engagement initiatives. Reporting directly to the Office Manager, this role is key in ensuring a seamless workplace experience.

Responsibilities

• Manage the inventory in the back-of-house areas across all floors:
  • Supervise the arrangement and inventory control of snacks, groceries, office supplies, and cleaning materials stored in the back-of-house areas on all floors.
  • Place orders for necessary supplies for the back-of-house areas as required.
  • Collaborate with facilities coordinators to improve the efficiency of the ordering process and the organization of inventory.
• Supervise operations on one entire floor of iCapital's New York office, spanning approximately 25,000 square feet, which includes overseeing a fully stocked pantry and various conference rooms.
• Coordinate with the Office Manager on a variety of projects, including:
  • Office organization.
  • Maintenance projects.
  • Vendor evaluations and relationships.
  • Optimization of processes and procedures.
• Support daily operations:
  • Manage and restock inventory of office supplies, snacks, groceries, and beverages.
  • Facilitate supply procurement to ensure the office is always fully stocked.
  • Coordinate and support in-office catering, meetings, and events.
  • Oversee the maintenance of various equipment in the office such as coffee machines and printers.
  • Ensure the office and conference rooms remain tidy and secure.
• Address and escalate service requests via the workplace ticketing system, Freshservice.
• Assist in managing office seating arrangements, room allocations, and overall floor plans.
• Serve as a liaison with building management and external vendors, including organizing deliveries and obtaining Certificates of Insurance (COIs).
• Uphold office safety protocols outlined by the company and building management.
• Create a welcoming and organized entry experience for guests and new hires.
• Aid in planning, setup, and cleanup of both internal and external events.
• Provide backup support for team members during breaks and time off.

Qualifications

• Able to work in person, Monday-Friday, 9:00 AM – 6:00 PM (times may fluctuate due to facility needs)
• Present a professional appearance daily
• Friendly, approachable, and professional demeanor
• Able to maintain composure under pressure
• Strong time management and prioritization skills
• Able to communicate across all levels of the organization in a personable and hospitable manner
• Exert passion and enthusiasm for your work
• Proactive problem-solver with a penchant for implementing process improvements
• Organized, detail-oriented, and able to see the big picture
• Intelligent, quick learner, high level of integrity, and self-confident
• Proficient with Microsoft Office Suite and comfortable with learning new tech systems
• Demonstrate a collaborative spirit by actively engaging as a team player

Benefits

The base salary range for this role is $70,000 to $90,000.  iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together. We offer most employees the flexibility to work in the office three or four days. Every department has different needs, and some positions will be designated in-office jobs, based on their function. 

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.