MUBI Office Coordinator at MUBI managing the New York office's daily operations, vendor relationships, and visitor experience. Responsible for maintaining office supplies, facilities issues, and supporting new hires.
Responsibilities
We’re looking for an Office Coordinator to manage our newly opened New York office. You’ll own the running and curation of our physical space, management of vendors and the building relationships behind it. You’ll also manage the day-to-day experience of everyone who works from or visits it. You'll report to our Global Office Operations Manager based in our London office, and work closely with our New York team of around 30 people.
We're looking for someone who takes real pride in running a great office, who is hands-on and detail-oriented about the practical side of the job, and is invested in building a space and a culture that people genuinely love being part of.
We work hybrid-remote but as this role is primarily an in-person position, we expect someone to be at the office at least 4 days every week. Our core days are Tuesday, Wednesday and Thursday, so this is when the office will usually be at its busiest!
Where you’ll have impact:
Running the office day to day
Keep the office stocked, clean and running smoothly - kitchen and pantry supplies, bathroom and first-aid stock, and ensuring meeting rooms are always ready to use.
Own mail and packages end to end: receiving, notifying recipients, and coordinating outbound shipping and freight, including COIs and freight elevator bookings.
Be the first point of contact for facilities issues - internet/wifi, building systems, general repairs - triaging and looping in the right vendor or building manager where needed.
Vendors, building & space projects
Manage our day-to-day vendor relationships (cleaning, waste and recycling, internet, storage) to keep service consistent and resolve issues quickly.
Own the relationship with our landlord and property management team as the primary building point of contact, and source general office equipment and supplies with a good eye for value.
Bring our final post-renovation projects over the line - conference room AV setup and a use guide for the team, curtain installation, the mailroom build-out - and partner with designers and vendors on what comes next.
Qualification
You’re familiar with tools like Slack
Required
You’re a natural host who's always thinking about small ways to make the office better - a more comfortable space, a thoughtful welcome, a smarter system.
You’re comfortable navigating a high volume of requests while still prioritizing what matters the most; proactively and reactively.
You’re confident setting expectations and clear status updates with team requests in a way that stays warm and reinforces partnerships.
You’re diligent and detail-oriented - you spot the small things before they become problems, solve those problems efficiently, and follow through without being chased.
You’re familiar with tools like Slack, Google Workspace, and basic expense/procurement tracking (e.g. Ramp).
Preferred
We want to make cinema accessible to everyone. We believe people from different backgrounds bring different ideas that foster innovation and engagement, allowing us to attract great people to develop the best experience for our users.
MUBI is committed to being an Equal Opportunity Employer. That means it's our responsibility to ensure that all candidates are not discriminated against in our hiring processes and our employment decisions based on their race, color, religion, nationality or ethnic origin, age, gender identity or expression, sex, marital status, physical or mental disability, socioeconomic background, sexual orientation, family or parental status, or any other applicable characteristic.
