Office & Operations Coordinator
hace 5 días
Queens
Reports To: Associate Directors of Sales; dotted line to CFO Work Location: Times Square Shift Time: First 90 days: M-F, 10-6pm – IN-PERSON; Then, M-F, 10-6pm - HYBRID: 3 days in office (must include Wednesdays), 2 days remote FLSA Status: Non-Exempt Salary Range: $26.44–$36.06 per hour The Office & Operations Coordinator is a sharp, resourceful, and highly organized support professional who thrives on variety and moves with confidence across both operational and financial tasks. Serving as the connective tissue of the New York office, this person supports the Sales, Finance, and Executive teams by keeping daily operations running smoothly and efficiently, freeing those teams to focus on their core responsibilities. Whether stepping in to wrangle a busy calendar, process incoming payments, or coordinate a company event, this individual handles high volumes of information with accuracy, discretion, and a steady hand. This role is ideal for either a motivated early-career professional ready to grow into the position, or a seasoned administrator who takes pride in doing excellent work and excels in a stable, well-defined role without requiring a steep upward trajectory. Job Responsibilities Office Administration – Working with Associate Directors • Coordinate daily office operations to maintain an organized, efficient, and welcoming work environment., • Manage inventory and ordering of office supplies, marketing materials, snacks, and other workplace essentials; anticipate needs proactively and maintain appropriate stock levels., • Handle all incoming and outgoing mail, courier deliveries, and general administrative needs., • Coordinate company meetings, including scheduling across multiple calendars, room setup, AV support, and ordering lunches or breakfasts as needed., • Maintain and update the company events calendar; assist with logistics for internal events and employee engagement activities., • Support the planning and execution of sales rallies, including agenda preparation, attendee coordination, and meeting logistics., • Coordinate warehouse tours and showroom appointments, including communications with guests and internal stakeholders., • Organize seasonal office activities, including holiday gifts, office decorations, and employee appreciation initiatives., • Maintain and update company database records, ensuring accuracy, consistency, and timely updates., • Merge, organize, and file Certificates of Insurance (COIs), ensuring proper documentation, version control, and recordkeeping., • Serve as the first point of contact for office vendors, building management, and facility-related issues; escalate as appropriate., • Other administrative duties as assigned Accounting Administrator – Working with Accounting Manager • Payment Receipts: Link receipts to corresponding orders, organize payments into the appropriate folders, and forward confirmations to the relevant Sales team members (SPs) in a timely manner., • Check Processing: Apply received checks to the appropriate orders, prepare deposit documentation, and coordinate bank deposits according to established procedures., • Refund Processing: Assist with issuing and mailing refund checks; ensure proper documentation, tracking, and recordkeeping for all refund activity., • Work directly with Accounting Manager, who operates 4-5 hours ahead; requires reliable morning availability and clear written communication across time zones., • Support month-end or period-close administrative tasks as directed., • Other accounting-related duties as assigned. Knowledge, Skills & Abilities • Excellent organizational skills, keen attention to detail, and the demonstrated ability to prioritize and manage multiple competing deadlines without dropping the ball., • Remains calm, clear, and solutions-focused under pressure, particularly when handling simultaneous requests from multiple stakeholders and directions., • Acts with integrity, discretion, and professionalism in all matters, including handling sensitive financial and organizational information., • Excellent verbal and written communication skills; able to communicate clearly and concisely with colleagues at all levels, including across time zones., • Strong interpersonal skills; able to build trust quickly with team members and external contacts alike., • Ability to recognize when a situation exceeds the scope of this role and to involve senior leadership in a timely and appropriate manner., • Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Canva; experience with IntelliEvent Lightning a plus., • Ability to quickly learn new software and adapt to changing tools and systems., • Comfortable managing both digital and physical filing systems with accuracy and consistency. Working Conditions • This is a primarily office-based role during the initial 90-day period; hybrid schedule begins thereafter., • Wednesday in-office attendance is mandatory throughout the hybrid period., • Occasional schedule flexibility may be required. Experience • 1–5+ years of experience in office administration, executive support, or a related role., • Experience supporting both operational and financial/accounting functions is a strong plus., • Demonstrated experience working in a fast-paced, multi-stakeholder environment with competing priorities., • High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field a plus, but not required. About Taylor Creative Vision: To create an innovative, quality-driven furniture rental collection available nationwide. Mission: To inspire our clients to create extraordinary events by providing exceptional products and services. Values Quality: We Stand Behind Our Work — We take pride in everything we do — from our products to every detail of our service. We hold ourselves to high standards and continuously improve. Teamwork: We Succeed Together — We support one another, share our expertise, and work as one team to deliver exceptional experiences for our clients. Innovation: We Lead Through Innovation — We seek out innovative products, ideas, and solutions that inspire our clients to create extraordinary events. Accountability: We Do What We Promise — We take ownership and go the extra mile. Our clients and teammates can count on us to deliver, every time. Equal Opportunity Commitment Taylor Creative provides equal employment opportunities to all employees and qualified candidates. We recruit, hire, employ, train, promote, develop, and compensate individuals based on job-related qualifications and abilities, individual merit, and business needs. We will consider qualified applicants with a criminal history pursuant to the New York City Fair Chance and California Fair Chance Acts. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if we are concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. We expect every member of the Taylor Creative community to join us in our mission to cultivate and maintain an environment where everyone is afforded the respect, kindness, and dignity they deserve.
