People & Office Coordinator

We're scaling up and excited to add a People and Office Coordinator to help support our People and Workplace teams in our FlexHQ office space. In this role, you’ll partner directly with our Workplace Experience Manager and Leadership team (including the VP of People, CEO, and others) as we support our office and remote employees. While much of your work will be focused on our New York office, you will also be involved in HR and company-wide projects such as assisting with the planning of team or company offsite events, People and Talent Operations support, updating internal Wiki pages, and supporting our culture building efforts.

**This role requires daily in-person presence in our HQ Office, located in Union Square, NYC. The base salary ranges from $60,000-$70,000, plus benefits and equity.**

• Support the NY office with administrative tasks such as managing office inventory (office supplies, snacks), overseeing mail systems, and assisting with employee onboarding.
• Support the Leadership Team in daily administrative tasks such as printing materials, reserving meeting rooms, managing calendars, scheduling meetings, coordinating travel, and ordering lunches for the Executive Team.
• Lead the planning and coordination of Leadership offsite and onsite meetings.
• Help to further the Flex culture to coordinate office events, holiday celebrations, etc. 
• Coordinate office lunch, snack, drink, and supply orders.
• Manage WeWork office meeting room space and calendar booking across locations.
• Register guests and book extra meeting rooms as needed for teams and meetings.
• Welcome visitors (including candidates for onsite interviews) and direct them to the relevant office/personnel.
• Coordinate with the Workplace Experience Manager on shipping/receiving packages and mail as needed.
• Liaise with the local WeWork team to help resolve minor issues.
• Support our People Ops and Talent Ops team members with onboarding, offboarding, employment verifications, job change letters, system updates, and ticket management in Jira.
• Be in our physical NY office from Monday to Friday each week. 

• 1-2 years of prior People/Recruiting Ops, EA, or office management experience.
• Embodies high levels of empathy, self-awareness, curiosity, and low ego.
• Flexible and adaptable to changing priorities.
• Structured thinking, highly organized and able to juggle multiple competing priorities.
• Excellent written and verbal communication with the ability to write clear company announcements.
• Comfortable presenting in front of groups, both virtually and in person.
• Highly collaborative and comfortable dealing with stakeholders at all levels including Leadership, VIP guests, candidates or visiting Flexers.
• Acts with urgency and is able to meet deadlines and communicates changes to timelines with the appropriate stakeholders in a timely manner.
• Able to handle sensitive information in a discreet manner and maintains strict confidentiality.
• Proactive; identifies potential problems and anticipates the needs of others ahead of time and resolves them or elevates to the appropriate team/individual.
• Possesses a can-do attitude (there’s no task too small or project too big) but willing to ask for help when needed.