Job Description Summary

As our Office Experience & Operations Coordinator, you will be the go-to person who helps make our NYC Headquarters organized, welcoming, safe, stocked, and running smoothly. Reporting to the Senior HRBP, this visible role blends office operations, hospitality, safety coordination, employee experience, event support, and practical problem solving. From greeting employees and visitors to supporting in-office events, global guests, Belong Council programming, office supplies, pantry needs, and building/vendor coordination, you will help create a workplace that feels warm, efficient, polished, and distinctly Bel. This role works in the office 4 days a week, Monday–Thursday and remotely on Friday.

Essential Duties and Responsibilities

Office Operations, Facilities & Employee Experience

• Manage the front desk and create a warm, polished first impression for employees, candidates, visitors, global colleagues, and leaders.
• Keep the office, common areas, meeting rooms, café/pantry, reception, and storage spaces clean, organized, stocked, clutter-free, seasonally refreshed, and guest-ready.
• Own ordering, inventory, receiving, stocking, and distribution of office supplies and pantry essentials, including snacks, beverages, coffee, GoGo SqueeZ, Bel Cheese, pens, notebooks, printer supplies, employee materials, and general office necessities.
• Support onboarding and offboarding logistics for employees, including workspace setup or clean-out, badge/access coordination, supply and equipment returns, and office readiness in partnership with HR, IT, and building management.
• Serve as the key liaison with building management and office vendors for repairs, maintenance, cleaning, access, building services, work orders, facilities needs, and vendor-managed services such as first aid/medicine cabinet refills.
• Monitor office-related spending and support budget tracking in partnership with HR & Finance.
• Maintain key office resources and communications, including vendor lists, desk booking system, emergency contacts, visitor protocols, supply processes, office guidelines, and employee updates.
• Receive, sort, distribute, forward, scan, and send mail and packages; keep the pantry, BEVI, coffee stations, refrigerators, reusable kitchen items, and dishwasher clean, stocked, functional, and aligned with CSR practices.
• Partner with the Safety Coordinator and building management on fire safety, office security, visitor protocols, badges, emergency preparedness, evacuation drills, first aid readiness, and employee safety communications.

Events, Engagement & Administrative Support

• Provide ad hoc administrative support and serve as back-up support to the Executive Assistants as needed, including occasional scheduling, meeting coordination, travel/expense support, note taking, project support, and confidential information handling.
• Support office-related projects and initiatives, including office moves, space updates, special events, and other operational needs that help the NYC office run smoothly.
• Coordinate logistics for business updates, town halls, team meetings, in-office events, NYC Belong Council programming, employee engagement moments, office celebrations, and global visitor/leader visits, working alongside the Communications team as needed for town halls and business updates; support includes room booking, catering, food and beverage ordering, supplies, materials, seating, technology, setup, clean-up, and post-event reset.

• Proactively improve office operations, simplify processes, reduce clutter, reinforce sustainability, and help create a workplace that is efficient, engaging, and distinctly Bel.

Experience, Education & Skills

• Associate degree preferred; 3+ years of administrative, reception, hospitality, office coordination, facilities, or customer service experience in a fast-paced, people-focused environment.
• Highly organized, detail-oriented, agile, and proactive, with a strong commitment to excellence, follow-through, urgency, accuracy, and sound judgment.
• Strong attention to data accuracy and operational details, with the ability to manage expenses, support budget tracking, maintain organized records, and draft clear, professional office communications.
• Warm, collaborative, and service-minded communicator with excellent written and verbal communication skills and the ability to build positive relationships across all levels.
• Resourceful, adaptable, and professional, with the ability to solve problems, handle confidential information, and interact confidently with senior leaders, employees, vendors, candidates, and visitors.
• Proficient in Microsoft 365 Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; comfortable using Adobe tools, expense systems, general office technology, and AI tools to improve efficiency, organization, communication, and ways of working.
• Models Bel values and winning behaviors, including Care, Dare, Commit, doing what is right, simplifying and focusing, inspiring others, and making customers smile.

Working Conditions: Work is performed primarily in an office environment during regular business hours, with flexibility needed for special projects, deadlines, events, or office needs. No travel required.

The role may require moving items under 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information: This job description reflects the general nature of the role and may evolve over time; other related duties may be assigned as business needs change, with reasonable accommodations made as needed.

Total Rewards

• Base salary range: $80,000–$90,000
• Annual bonus opportunity: 10%
• Paid time off: 20 days
• 401(k) match: 4%
• Medical coverage through BCBS
• Vision and dental coverage

Bel Brands is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability status or any other basis protected by applicable federal, state, or local laws. Bel Brands also prohibits harassment of applicants or employees based on any of these protected categories. It is also Bel Brand’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Bel Brands is committed to recruiting, hiring and promoting people with disabilities and veterans. If you need an accommodation or assistance in using the website, please call 312-462-1500.

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