Office Operations Coordinator at elite | studio e – Farmingdale, New York

Location: Farmingdale, NY
Position Type: Full-Time, In-Office (No Remote Option)

About Us

elite | studio e is a foodservice design/build firm focused on hospitality environments including corporate cafes, higher-education dining, healthcare facilities, and specialty foodservice spaces. We bring together strategy, design, procurement, and construction to deliver thoughtful, high-quality environments for our clients.

Our culture values ownership, professionalism, attention to detail, and at the same time having a little fun! We are a fast-moving, collaborative team, and this role is critical to keeping our office, people, and operations running smoothly.

About the Position

We are seeking a highly organized, dependable, and people-oriented Office Operations Coordinator to support daily office operations, non-payroll HR Administration, IT support, and Accounts Payable/Receivable activities.

This is a hands-on, in-person role that serves as a central support function across the organization. The ideal candidate takes pride in maintaining a polished office environment, anticipates needs, enjoys helping others, and thrives in a role where no two days look exactly the same.

Key Responsibilities

Office Management & Reception

- Greet clients, vendors, and guests in person or via phone with professionalism and warmth, reflecting our culture of hospitality
- Maintain a clean, organized, and client-ready office environment at all times
- Manage office supply inventory and coordinate re-orders with vendors
- Coordinate incoming and outgoing mail and packages
- Serve as liaison between team members and external IT support for advanced needs; assist with basic in-office IT needs (e.g., workstation setup, docking station)
- Coordinate office repairs and maintenance (e.g. plumber, electrician, HVAC)
- Support planning and setup for meetings, lunch-and-learns, trainings, and company events (tables, chairs, room setup, breakdown)
- Decorate office for holidays and special events
- Perform weekly kitchen upkeep (wipe down surfaces, empty refrigerator of expired items, light organization)

Human Resources Support (Non-Payroll)

- Assist with onboarding and offboarding, including document collection and orientation coordination
- Support internal communications and employee engagement initiatives
- Assist with benefits administration and policy updates
- Assist with general HR compliance-related tasks and recordkeeping

Accounts Payable / Accounts Receivable Support

- Receive, verify, and enter vendor invoices accurately and timely
- Maintain AP documentation and records
- Reconcile vendor statements and resolve discrepancies
- Coordinate with project managers and vendors to ensure billing accuracy
- Process travel and expense reports
- Review and enter sales orders and invoices
- Enter invoices into client procurement portals (Coupa, Ariba, etc.)
- Assist with accounts receivable collections and follow-ups

Travel and Training Coordination

- Coordinate employee travel for factory trainings and vendor programs
- Track training schedules, travel logistics, and factory reimbursements

Skills:

• Proficient in MS Office (Excel, Outlook, Word)
• Ability to work independently and as a team
• Attention to detail
• Experience in QuickBooks Desktop/Enterprise
• Strong communication, organizational, and time-management skills
• Ability to meet and manage deadlines
• Client first attitude

What does success look like?

We are an outcomes-based organization and evaluating what success looks like helps to determine if you are the right fit for the role!

• The office runs smoothly, feels welcoming, and is always visitor ready
• Team members feel supported and can stay focused on their core responsibilities
• Administrative, HR, and accounting tasks are handled proactively and accurately
• Events, trainings, and daily logistics feel seamless and well-organized

Why join elite | studio e

• Be a trusted, central part of a growing design/build firm
• Family-owned business that values our team
• Work closely with leadership and all departments
• Play a visible role in shaping the team member and client experience
• Join a culture that values ownership, hospitality, and professionalism
• We believe in training and development for all team members
• Come to a place where you can enjoy coming to work!

What We’re Not Looking For

This role is essential to how our office functions day to day, so it’s important to be upfront about it.

• This is not a remote or hybrid position. Due to the hands-on and in-person nature of the role, we are looking for someone who is comfortable and excited to be in the office full-time
• This is not a narrowly defined role. If you prefer highly repetitive responsibilities and a strict job box, this position may feel too dynamic.
• This is not a role for someone who waits to be told what to do. We value initiative, anticipation, and ownership.
• This is not a short-term position. We are looking for someone who wants to grow with the team as we value development and longevity.
• This is not a role for someone who dislikes being interrupted or shifting priorities throughout the day. Supporting a dynamic office requires flexibility.
If you are interested in the position, please submit your resume and any accompanying information you feel will be valuable. We will respond to applicants whose credentials meet our criteria.