Office Coordinator - Rail & Transit

Overview

Parsons is looking for an Office Coordinator to join the team onsite for the Gateway Hudson Tunnel Project. This position will support two project management offices in Lower Manhattan, NY, and Downtown Newark, NJ, housing over 300 employees (combined GDC and MPA).

What You'll Be Doing

• Facilitate and control inventory of supplies at all GDC workspaces, work with purchasing staff to replenish supplies when necessary, and obtain GDC supervision approval of supply inventories and what need to be re-ordered.
• Manage phones, mail, and office supplies, ensuring that calls, packages, and resources are properly routed in a timely fashion.
• Coordinate badge issuance for employee building and floor entry, as well as visitor access requests in both NY and NJ offices. Oversee data on badge use and building occupancy.
• Oversee copier / printer, paper shredder, and other office equipment for proper functionality and maintenance.
• Log, maintain, and follow through on maintenance requests for the organization.
• Complete weekly office audits of both NY and NJ offices to ensure that supplies are stocked, maintenance and IT issues are logged, and that GDC office spaces encourage productivity.
• Provide as-needed front desk / reception coverage at the NY and NJ offices in the place of executive assistants during staff leave.
• Support the administration of the fleet management plan.
• Prepare, review, and submit all invoices related to GDC's physical facilities including leasing, maintenance, and additional space rentals.
• Administer contracts and relationships with vendors, including landlords, cleaning, catering, and maintenance providers.
• Coordinate office layouts to support various work styles, including collaborative zones, quiet areas, and relaxation spaces.
• Collaborate with GDC's safety and security team to ensure authorized staff, vendors and consultants maintain access to the facilities at all times.
• Coordinate office moves or renovations with minimal disruption to daily operations.
• Maintain seating charts of both GDC's NY and NJ Offices and oversee assignments for new hires and staff exiting the organization.
• Optimize space utilization for efficiency and comfort.
• Develop, implement, and maintain fire safety, evacuation, and active shooter response plans; oversee the training and coordination of fire wardens and searchers, ensuring readiness through regular drills and compliance with safety regulations.

Qualifications

Security Clearance Requirement

Security Clearance Requirement : None

Salary Range : $26.25 - $45.96

Parsons is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected status. We value our employees and provide benefits such as medical, dental, vision, paid time off, ESOP, 401(k), life insurance, flexible work schedules, and holidays.

Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to the URL https : / / www.parsons.com / fraudulent-recruitment /

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