Office Coordinator



New York, NY, USA
Posted on Thursday, July 11, 2024

Who We Are:

Materialize is an operational data warehouse. It’s the same SQL, same workflows, same architecture as an analytical data warehouse, but with a continuous computation model instead of batch. Your data is always up to date, always consistent, and always immediately accessible, so you can build real-time automation, engaging customer experiences, and new operational data products that drive value for your business.

Our streaming-first data warehouse is purpose-built for the unique demands of operational work. The familiar cloud architecture means low admin overhead, no new skills required. And the incremental engine means the same complex batch transformation logic from analytical warehouses can be ported over to run in real time with minimal engineering effort, and without increasing costs.


Kleiner Perkins, Redpoint Ventures and Lightspeed Venture Partners.

About the role

This is an opportunity to own and elevate our office experience at our NYC headquarters. The ideal Office Coordinator will be our go-to person for all office operations and culture. The ideal person is a team player with exceptional communication and organization skills and creative problem-solving skills. This role will be an extension of our People Team and will engage with the larger team to foster a supportive work environment. Daily responsibilities include overseeing the administration of the office and interfacing with guests, vendors, and building management. We are looking for someone with strong experience working with teams in a fast-paced environment and the ability to create an exceptional cultural office experience for our employees.

About You:

  • 2+ years of office or facilities management experience
  • Experience working with facilities vendors is required
  • Employee Engagement experience a plus
  • Advanced proficiency with Gmail, Google Calendar, and Slack, as well as key applications such as Notion, Zoom, and Asana; working knowledge of office equipment
  • A strong team player who thrives in a fast-paced collaborative setting, and can work with individuals at all levels of an organization
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude; willing to take initiative with confidence
  • Enjoys working on multiple tasks and managing competing priorities
  • Willing to work in an office: this position is based in our NYC HQ 5 days per week.


  • Serve as the main point of contact for logistics of the NYC office – including occasional facilities issues, vendor management, catering, office supply ordering, etc
  • Partner closely with the People Operations Manager and the People Team on culture initiatives, including planning company on-site, holiday parties, and company events
  • Walk the office daily and coordinate the resolution of any facility, equipment, or cleaning issues with our vendors
  • Monitor and hold our vendors accountable to a high standard of quick resolutions, functioning equipment, and cleanliness
  • Manage Office and Facilities budgeting
  • Proactively manage office-wide communication, and resolve and respond to all inquiries from employees, guests, and vendors
  • Prepare, receive, sort, and distribute mail/packages; schedule package pickups
  • Order and stock kitchen shelves with items requested by the employee population, maintain kitchen equipment and maintain staff refrigerators (clean out when necessary)
  • Coordinate with the People team to assist with new hire onboarding logistics (including granting office access and purchasing necessary on-site equipment, etc.)
  • Supervise the calendar of expected visitors through our visitor management system; you will be positioned at reception to greet and assist visitors when they arrive at the office

Physical Demands and Work Environment:

  • The employee is regularly required to stand; walk; sit; use hands to fingers, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs & ladders; balance; stoop, kneel, crouch, or crawl; talk and hear.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Must be able to lift and/or move up to 25 pounds occasionally.

We understand it takes a diverse team of highly intelligent, passionate, curious, and creative people to develop the exceptional product we are building. Our dynamic team has incredible perspectives to share, just as we know you do, and we take great pride in being an equal opportunity employer.