Office Administration Coordinator

Who we are:

For over 25 years, Global Relay has set the standard in enterprise information archiving with industry-leading cloud archiving, surveillance, eDiscovery, and analytics solutions. We securely capture and preserve the communications data of the world’s most highly regulated firms, giving them greater visibility and control over their information and ensuring compliance with stringent regulations.

Though we offer competitive compensation and benefits and all the other perks one would expect from an established company, we are not your typical technology company. Global Relay is a career-building company. A place for big ideas. New challenges. Groundbreaking innovation. It’s a place where you can genuinely make an impact – and be recognized for it.

We believe great businesses thrive on diversity, inclusion, and the contributions of all employees. To that end, we recruit candidates from different backgrounds and foster a work environment that encourages employees to collaborate and learn from each other, completely free of barriers.

Your role

We are looking for a highly organized and proactive Workplace & Hospitality Coordinator to support the effective operation of our New York office. Reporting to the Office Manager, you will support workplace services, facilities support, vendors, meetings, visitors, and office-based events. This is a hands-on role that requires strong judgment, attention to detail, and the ability to anticipate needs and manage changing priorities as the office grows.

As the office is client-facing, we are seeking a candidate with excellent communication and interpersonal skills, who is confident, approachable, and professional when interacting with clients, visitors, and staff.

Your responsibilities

Support the day-to-day operation of the office, ensuring workplace services, shared spaces, supplies, and facilities needs are coordinated effectively.

Coordinate with building management and external vendors to support maintenance, service delivery, purchasing, and other workplace requirements.

Maintain workplace calendars, operational records, invoices, vendor documentation, and other information with accuracy and consistency.

Provide meeting and event support including logistics, visitor registration, catering setup/cleanup and on-site coordination.

Partner with the GR Bistro team and work collaboratively to ensure catered meetings and events are seamlessly executed, while providing exceptional service and a positive experience for all attendees.

Order, monitor, and maintain inventory of office supplies, First Aid materials, and kitchenette items, ensuring stock levels are replenished as needed. Maintain a clean, organized, and orderly storage room.

Sort and distribute incoming mail, coordinate FedEx shipments, and track incoming and outgoing packages to ensure timely and accurate delivery.

Create and issue building access cards, maintaining accurate internal tracking logs to support security procedures and audit compliance requirements.

Welcome and greet clients, visitors and guests to create a welcoming environment and confirm whether they should be given right of entry to meet specific individuals.

Maintain a safe, secure, and organized office environment while ensuring all visitors follow established security guidelines.

Support office moves, seating changes, workspace readiness, and other workplace projects as business and capacity needs evolve.

About you

2-4 years of experience in workplace operations, office coordination, facilities support, hospitality, event coordination or a related corporate environment.

Strong organizational and prioritization skills, with the ability to manage multiple workstreams and follow through reliably.

Excellent judgment, attention to detail, and a practical, solutions-oriented approach.

Clear and professional communication skills, with confidence working across employees, senior leaders, visitors, vendors, and building partners.

Experience coordinating meetings, vendors, catering, or office-based events, and proficiency with Microsoft Office. Experience coordinating meetings, vendors, catering, or office-based events, and proficiency with Microsoft Office

Suite, including Outlook, Word, Excel, and PowerPoint.

A friendly, “can-do” attitude and customer focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity.

What you can expect:

At Global Relay, there’s no ceiling to what you can achieve. It’s the land of opportunity for the energetic, the intelligent, the driven. You’ll receive the mentoring, coaching, and support you need to reach your career goals. You’ll be part of a culture that breeds creativity and rewards perseverance and hard work. And you’ll be working alongside smart, talented individuals from diverse backgrounds, with complementary knowledge and skills.

Global Relay is an equal-opportunity employer committed to diversity, equity, and inclusion.

We seek to ensure reasonable adjustments, accommodations, and personal time are tailored to meet the unique needs of every individual.

To learn more about our business, culture, and community involvement, visit www.globalrelay.com.