205 Office Coordinator jobs in New York

Sotheby's International Realty Downtown Manhattan Brokerage office is searching for a dynamic Front Office Coordinator. This role provides supporting services necessary to enable the Real Estate brokers and associates to perform their duties of listing and selling real estate, allowing the office to run efficiently.
Key responsibilities include:
+ Answering and distributing front desk calls
+ Greeting in-person guests and directing them accordingly
+ Drafting exclusive agreements & disclosures
+ Entering and updating referrals in the referral network system
+ Sending contracts, leases, and disclosures via DocuSign for signature
+ Uploading various documents into Transaction Manager
+ Maintain and order office supplies
+ Ordering building IDs and business cards for agents
+ Scheduling/booking conference room and calls
+ Ordering UPS and City Expeditor messenger services
+ Provide administrative support to agents, including IT assistance
+ Coordinate equipment maintenance
+ Assist agents with drafting leases
+ Ad hoc projects as needed
Secondary Responsibilities
+ Assist agents with putting together board packages
+ Assist with printing show sheets and sending out building mailers
+ Maintain log of postage usage to bill agents
+ Exclusive listing updates such as open houses and price changes
Requirements:
+ 4-year degree or equivalent and/or related office administrative experience (preferably in a real estate office)
+ Two or more years of experience in a customer centric business environment with administrative responsibility for office operations
+ Strong customer service skills with excellent communication skills, both written and verbal
+ Detailed-oriented excellence
+ Ability to interact effectively with both internal and external customers at all levels
+ Real Estate background or interest preferred
EEO Statement: EOE including disability/veteran

Maxim Healthcare is hiring for an Office Coordinator (Field Support Specialist) to support our local office by executing operational tasks such as hiring and onboarding, payroll, and medical records management at a high level.
Why Join Maxim:
+ Competitive pay, quarterly bonuses, tenured PTO program, company profit sharing, & weekly paychecks
+ Health, dental, vision, and life insurance
+ 401(k) savings plan with company matching
+ Employee discount program; partnered with hundreds of vendors nationwide
+ Awards and recognition program
+ Opportunity for career advancement
+ Comprehensive training and mentorship program
Responsibilities:
+ Assists with the billing, payroll, and medical records process
+ Maintains confidentiality of client, patient, caregiver, and team member information and records
+ Meets and maintains state, local, accrediting agency, payer and HIPAA regulations in regards to Protected Health Information and regulatory requirements
+ Greets and provides excellent customer service to all visitors, clients, and team members while demonstrating an approachable demeanor
+ Assists with various office administrative functions, including ordering office supplies, answering telephone inquiries, photocopying, and monitoring incoming/outgoing facsimiles
+ Assists with the compliant onboarding and credentialing of external staff
Requirements:
+ High school diploma or equivalent degree required
+ Minimum one year of administrative work experience, to include typing skills.
+ Strong technical learning capabilities with a minimum proficiency with computers, including Microsoft Office
+ Action oriented with all tasks at hand and demonstrates excellent verbal and written communication skills
+ Excellent time management skills with ability to work independently and multitask effectively while maintaining attention to detail
+ This is an office based position
Wage/Salary Information:
$18 - $3 per hour, plus 2000 annual bonus potential
Maxim Benefits:
Health and Wellness Medical/Prescription, Dental, Vision, Health Advocacy (company paid if enrolled Medical) and Health Advocate Employee Assistance Program
Retirement and Financial Security: Employee Assistance Program, Health Savings Account, 401(k) + Company Match, Profit Sharing, Short and Long Term Disability, Primary Caregiver Leave, Parental Leave, Life and Basic Accidental Death & Dismemberment Insurance, Voluntary Group Life Insurance and Supplemental Accidental Insurance, Hospital Expense Protection Plan, Critical Illness Insurance, Dependent Care Flexible Spending Account, Home and Auto Insurance discounts, Pet Insurance and Legal benefits
Lifestyle Benefits: Paid Time Off and Company Paid Holidays, Transportation Benefits, Educational Assistance Program, College Partnership Program and Employee Discount Program
*Benefit eligibility is dependent on employment status.
About Maxim Healthcare
Maxim Healthcare has been making a difference in the lives of our patients, caregivers, employees and communities for more than 30 years. We offer private duty nursing, skilled nursing, physical rehabilitation, companion care, respite care and behavioral care for individuals with chronic and acute illnesses and disabilities. Our commitment to quality customer service, compassionate patient care, and filling critical healthcare needs makes us a trusted partner wherever care is needed.
Maxim Healthcare, Inc. ("Maxim") is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Fairstead is a purpose-driven real estate firm dedicated to building sustainable communities across the country. Headquartered in New York, with offices in Colorado, Florida, and Washington DC, Fairstead owns a portfolio of more than 25,000 apartments across 28 states that includes 17,000 units under management. Fairstead's commitment to communities is realized through a comprehensive platform that leverages in-house expertise in acquisitions, development, design and construction, asset management, and property management.

Fairstead's primary mission is to provide high quality housing to all regardless of income, and to make our stakeholders feel "Right at Home." We accomplish this through an empathetic and innovative approach, and by utilizing our interdisciplinary platform as an investor, developer, owner, and operator.

Fairstead's Core Values: Innovation, Determination, Integrity, Humility, Empathy and Partnerships

We are seeking a personable Front Office Coordinator to join our team. As the first point of contact for clients, partners, and visitors, this role is crucial in creating a welcoming and efficient office environment. The ideal candidate will manage front desk operations, provide administrative support, and help maintain smooth day-to-day office functions. This is an excellent opportunity for someone who thrives in a fast-paced setting and enjoys being at the center of a growing, collaborative team.

Responsibilities:

• Maintain visitor log and security access
• Greet and welcome visitors in a professional and courteous manner; announce and direct them accordingly
• Support and oversee daily administrative functions to ensure efficient office operations
• Act as liaison with building management across four corporate office locations
• Monitor and manage office supply inventory; place orders as needed
• Sort and distribute incoming mail and deliveries; manage outgoing correspondence
• Ensure adherence to office policies and procedures and assist in their implementation
• Coordinate daily lunch orders and manage catering logistics
• Provide administrative support across departments as requested
• Manage conference room bookings and coordinate daily staff meetings
• Assist in planning office events, employee gifting, and team celebrations
• Help coordinate arrangements for traveling employees and visiting staff
• Welcome new hires and assist with onboarding tasks to ensure a smooth and organized start
• Assist with facility maintenance requests
• Monitor and update seating charts
• Track and reconcile office expenses on Concur
• Emergency preparedness: support safety drills
• Maintain office calendars and notices: keep shared office calendars up to date with holidays, special events, and relevant building notices
• Maintain cleanliness and organization of our communal spaces
• Replenish pantry supplies
• Manage company swag inventory

Requirements:

• Bachelor's degree preferred.
• 2+ years of work experience in an administrative/office support role.
• Must have exceptional attention to detail.
• Strong organizational and time management skills, and ability to prioritize.
• Excellent communication and interpersonal skills.
• Strong problem-solving skills and analytical abilities.
• Proficient with Microsoft Office Suite and Google products.
• Able to effectively present and information and respond to questions from management, vendors, and associates.
• Adhere to tight deadlines and quick turnaround for deliverables.
• Ability to work collaboratively in a dynamic environment where adaptability is imperative.
• Please note this role is on site 5 days per week at our NYC HQ

Exact compensation may vary based on skills, experience, and location.

Salary Range

$28-$32 USD

Diversity in backgrounds and experiences is key to Fairstead's success. Being an equal opportunity employer is a central tenet of our philosophy that shapes who we are and the communities we serve. Our goal is to ensure competitive total compensation that is commensurate with experience, location, and other market benchmarks.

For information about how we use your personal information, including information submitted for career opportunities, please review our Privacy Policy at

**When you join Sunrise Senior Living, you will be able to use your unique skills to empower residents to live longer, healthier, and happier lives. Not only will you build meaningful relationships with residents, their families, and team members alike, you will also gain joy in serving others and deep fulfillment in your work. Explore how you can follow your passions and shed light on meaningful ways to serve, grow, and shine together.**
**Sunrise Senior Living was again certified as a Great Place to Work® by Activated Insights. This is the 8th time Sunrise has received this top culture and workplace designation, highlighting the special place Sunrise is to be a part of.**
**COMMUNITY NAME**
Sunrise of Glen Cove
**Job ID**
2025-228567
**JOB OVERVIEW**
The Business Office Coordinator (BOC) is responsible for assisting the community with business administration, human resources, and system related business processes such as, Payroll and Human Resources Administration, Recruitment Administration and Process, Information Monitoring/Process and Systems, Financial Systems Close and Management, Business Processes-Key Controls, Technical/Professional Knowledge, and Quality Assurance.
**RESPONSIBILITIES & QUALIFICATIONS**
**Essential Duties**
As a part of the Sunrise team, supporting our Mission, Principles of Service and Core Values is a fundamental part of this job. Our foundational belief is the sacred value of human life. The unique responsibilities for this role include but are not limited to the essential functions listed as follows:
**Payroll & Human Resources**
+ Create and maintain team member personnel information in appropriate systems; Human Resources Information System (HRIS), timekeeping system, Applicant Tracking System (ATS).
+ Ensure team members follow applicable federal, state, local laws/provincial labor/labour laws, and Sunrise timekeeping policies in recording/punching hours worked.
+ Process payroll and follow established business processes and "Do It Daily" processing activities and submit accurate bi-weekly payroll by established schedule.
+ Coordinate, maintain, and update team member benefits administration and is a resource to direct team members for answers and resolutions.
+ Complete payroll reconciliation per Sunrise internal business controls.
+ Process and manage unemployment and worker's compensation claims and update claim activity as necessary.
+ Clearly communicate and convey information and ideas through a variety of messages that engages the audience.
+ Champion the team member on-boarding and welcome orientation process, maintain personnel files and binders according to applicable federal, state, local laws and regulations/provincial labor/labour laws, and Sunrise policy.
+ Partner with leadership team by championing the overall recruitment process; process candidates in the ATS system and perform background screenings, license verifications, and other required screenings/verifications per applicable federal and state laws/provincial labor/labour laws and Sunrise policy.
+ Maintain training compliance and records and performance appraisal records and perform ongoing data entry into the Sunrise University portal.
**Information Monitoring, Process, and Systems**
+ Set up ongoing procedures to collect and review information needed to assist in billing and accounting support services to meet business performance results, deadlines, and reporting.
+ Perform business processes in the following technology systems:
+ Billing system.
+ Time keeping management system.
+ Recruitment Applicant Tracking System.
**Financial System Close and Management**
+ Understand and utilize financial data and tools to accurately reflect the business performance.
+ Follow monthly accounting calendar and scheduled tasks to ensure all financial data expectations and deadlines are met.
**Business Processes - Key Controls**
+ Ensure business controls are followed with company policy and completed for each business area.
+ Assist in providing audit materials and information as requested.
+ Meet business process deadlines consistently.
+ Execute business processes to ensure completeness and consistency in compliance to standard operating procedures (SOP).
+ Maintain and organize audit materials and information for audit review.
+ Complete and verify accuracy of payroll and census reconciliation and email to Regional Business Manager by deadline.
**Quality Assurance & Safety**
+ Focus on Resident Centered Care and quality.
+ Develop a thorough working knowledge of current and evolving federal, state/provincial laws and regulations/provincial labor/labour laws, and policies for business controls and compliance.
+ Review, read, notate, and initial Daily Log to document and learn about pertinent information.
+ Partner with community team to ensure community is in compliance with national/provincial regulations pertaining to occupational health and safety and promoting Risk Management programs and policies and adhering to safety rules and regulations.
+ Practice safety procedures at all times including Personal Protective Equipment (PPE), fire extinguishers, Safety Data Sheets (SDS), and Lockout Tagout.
**Financial Management**
+ Assist in the presentation and value of Sunrise's products and services for our residents, families, team members, and targeted referral sources.
+ Assist the Executive Director (ED) in completing the annual community budget.
+ Understand and manage the department budget to include labor/labour and other expenses and its impact on the community's bottom line.
+ Assist with review of monthly financial statements.
+ Process and submit monthly expenses and budget data timely per Sunrise policies and internal business controls.
+ Coordinate with the community team to achieve maximum staff economies and cross training when applicable.
**Training, Leadership and Team Member Development**
+ Partner in the delivery and participation in Sunrise University Training and self-study programs during the required timeframe.
+ Develop a working knowledge of state regulation/provincial labor/labour laws and ensures compliance through supervising and coaching team members.
+ Achieve the Team Member Engagement goals and actively lead in the Engagement Improvement Planning sessions.
+ Assist with team member staffing and scheduling according to operational and budgetary guidelines.
+ Ensure daily review of timekeeping practices and payroll reports.
+ Coordinate the community performance appraisal process and reporting.
+ Hold team accountable and correct actions when necessary and document for record keeping.
+ Attend regular meetings; Stand Up, Cross Over, Department Head, Town Hall, Quality Improvement, and others as directed by the ED.
+ Keep abreast of professional developments in the field by reading and attending conferences and training sessions.
+ Maintain compliance in assigned required training and all training required by state/province or other regulating authorities as applicable to this role to ensure that Sunrise standards are always met.
+ Perform other duties as assigned.
**Core Competencies**
+ Competent in organizational and time management skills
+ Ability to handle multiple priorities
+ Ability to delegate assignments to the appropriate individuals based on their skills, roles, and interests
+ Possess written and verbal skills for effective communication and the ability to facilitate small group presentations
+ Demonstrates good judgment and problem solving and decision-making skills
**Experience and Qualifications**
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed throughout this job description are representative of the knowledge, skills, and abilities required.
+ Associate degree or bachelor's degree preferred or a minimum of two (2) years' experience in business finance/accounting AND two (2) years' experience in a human resource generalist role
+ Supervisory and management experience including hiring staff, coaching, and performance management of daily operations
+ Demonstrates excellence in computer skills, Microsoft Office (Windows, Outlook, Excel) and Sunrise applications with the ability to learn new applications
+ As applicable, all Sunrise team members who drive a Sunrise vehicle must review and sign the Driver job description and understand the key essential duties for safety and regulatory compliance.
**ABOUT SUNRISE**
Ready to take the next step and make a bigger impact than you ever imagined? As part of our team, you will help brighten the future for everyone at Sunrise and beyond. That is why we make it a priority to celebrate the unique ways you bring moments of togetherness and joy to everyone you serve. And when combined with the support, benefits, and growth opportunities we offer, the result is a career that PositivelyShines with everything you need to reach your goals - at work and in your life.
We also offer benefits and other compensation that include:
+ Medical, Dental, Vision, Life, and Disability Plans
+ Retirement Savings Plans
+ Employee Assistant Program / Discount Program
+ Paid time off (PTO), sick time, and holiday pay
+ Daily Pay offered to get paid within hours of a shift (offered in the U.S. only)
+ Tuition Reimbursement
+ In addition to base compensation, Sunrise may offer discretionary and/or non-discretionary bonuses.The eligibility to receive such a bonus will depend on the employee's position, plan/program offered by Sunrise at the time, and required performance pursuant to the plan/program.
+ Some benefits have eligibility requirements
**_Apply today to learn why Sunrise Senior Living is a certified Great Place to Work®_**
**PRE-EMPLOYMENT REQUIREMENTS**
Sunrise considers the health and safety of its residents, family members, and team members to be one of its highest priorities. Employment with Sunrise is conditioned on completing and passing a drug test (which does not include marijuana), participating in testing requirements (e.g. Tuberculosis Test, Physical Evaluation). Covid-19 and Influenza vaccination is only required to the extent mandated by applicable federal, state, and local laws and authorities.
**COMPENSATION DISCLAIMER**
Selected candidates will be offered competitive compensation based on geographic location of community/office, skills, experience, qualifications, and certifications/licenses (where applicable).
**Location : Name** _Sunrise of Glen Cove_
**Type** _Full-Time_
**_Location : Address_** _39 Forest Avenue_
**_Location : City_** _Glen Cove_
**_Location : State/Province (Full Name)_** _New York_
**Salary Range** _USD $26.90 - USD $35.85 /Hr._
**Variable Compensation** _Bonus Eligible_
Sunrise Senior Living is an Equal Opportunity Employer.