Office Coordinator

About the Company

Empire is a worldwide experiential production agency that designs award-winning live events, broadcasts, and immersive brand activations for audiences across the globe. With offices in New York, Los Angeles, and Tokyo, the team has delivered work in more than 100 countries for major corporations, public sector organizations, nonprofits, brands, and creators.

The company’s projects range from large live productions and digital experiences to major-scale installations, all aimed at creating memorable audience connections. As the organization grows, it is looking for an exceptionally organized and detail-focused Office Coordinator in New York to manage the office and support day-to-day team operations.

Role Overview

This position is responsible for keeping the office running smoothly, coordinating with vendors, managing storage and shared spaces, handling reception and phone coverage, and supporting company-wide events. The role also involves solving day-to-day operational issues quickly and thoughtfully.

Key Responsibilities

• Coordinate core office operations such as shipments, mail handling, storage rooms and units, phone systems, Wi-Fi, production kits, printers, and other everyday assets.
• Assist with bi-weekly staff meetings by arranging AV setup, preparing seating, taking notes, and circulating follow-up summaries.
• Help plan, organize, and execute office and company events such as summer outings, holiday celebrations, refreshers, happy hours, and wellness activities.
• Maintain common areas, including conference rooms and kitchen spaces, and order supplies, food, and beverages for staff.
• Answer and manage main line calls.
• Prepare and track the office coordination budget and ensure spending stays within limits.
• Arrange support from maintenance vendors to keep the workplace clean, safe, and fully functional, including repairs, replacements, and installations.
• Oversee outgoing mail and shipments handled by production team members.
• Keep the office organized and productive by clearing clutter, maintaining plants, caring for furniture, keeping storage areas tidy, and restocking front desk and kitchen items.
• Manage the offsite storage unit and related inventory.
• Follow office workflow procedures and help implement improvements.
• Review and update health and safety practices and help ensure data protection requirements are followed.
• Support administrative needs such as call routing, correspondence distribution, meeting scheduling, room setup, and catering orders.
• Welcome and assist office visitors.
• Monitor office supply levels and place replenishment orders as needed.
• Coordinate with vendors on office-related matters.
• Maintain and update files and records in the company’s internal databases.
• Keep the team contact list current and circulate updates when changes occur.
• Share office updates and progress with senior leadership and support ongoing improvements to office processes.

Requirements

• 1–2 years of experience in administrative work, preferably within a creative agency or the events and entertainment industry.
• Applicants must be based in New York City.
• A strong interest in events, entertainment, and culture.
• A polished, client-facing professional presence.
• Excellent organizational ability, with a strong track record of completing tasks accurately and on time.
• A proactive, positive approach with initiative, follow-through, and strong attention to detail.
• Ability to solve problems creatively in a fast-changing environment.
• Strong written, verbal, and interpersonal communication skills.
• Comfort working in a collaborative, high-performance workplace where creativity and operational discipline both matter.
• Alignment with values such as collaboration, professionalism, integrity, creativity, and excellence.

Preferred Skills

• Comfort using Microsoft Word, Excel, and PowerPoint.
• Experience with Google Drive and Google Docs.
• Working knowledge of Slack, Dropbox, and similar collaborative tools.
• Interest in or familiarity with musical, theatrical, and comedy talent.

Work Schedule and Environment

This role is based in New York City and follows a mostly onsite arrangement with a hybrid element depending on production demands. The expected minimum is four in-office days per week, Monday through Thursday, at the SoHo office. Based on office needs, attendance may increase to five days per week, Monday through Friday.

Compensation and Benefits

The annual base salary is $60,000. Full-time employees are eligible for a healthcare stipend, a 401(k), paid vacation, medical leave, and parental leave.

Additional Information

Empire is an Equal Opportunity Employer.

Applicants are expected to submit a resume and cover letter to [email protected].