Office Coordinator

About the Role

Position: Office Coordinator (internally referred to as Receptionist/Hospitality Coordinator). Department: Facilities. FLSA Status: Non-Exempt. Work Location: New York, NY. Shifts: 7:00 AM–4:00 PM; 8:00 AM–5:00 PM; 8:30 AM–5:30 PM; 9:00 AM–6:00 PM. This is a temp-to-perm position with an anticipated temporary period of approximately 3 months.

Key Responsibilities

• Serve as a point of contact for all employees, escalating special requests or concerns to the appropriate party
• Respond to all inquiries in a polite and timely manner
• Register, welcome, and assist guests in a friendly and professional manner
• Collaborate with a team of 10–14 receptionists and hospitality coordinators
• Provide telephone coverage for general inquiries and transfer requests
• Activate employee ID badges and troubleshoot when issues arise
• Assist the Onboarding Specialist with preparing onboarding materials and company merchandise
• Develop and maintain business relationships with a diverse variety of high-profile individuals and all levels of management
• Assist with catering orders and monitor conference rooms for leftover food to be cleared
• Develop a strong proficiency with the office layout and company operations
• Perform miscellaneous administrative duties, including actively updating logs and trackers
• Inspect office amenities, conference rooms, and shared spaces to ensure cleanliness, tidiness, and proper arrangement
• Escort visitors to conference rooms
• Document and communicate maintenance and repair requests to appropriate parties
• Complete projects and assignments related to facilities, including administration, mail room, event support, data tracking, and reporting
• Provide ad-hoc support including inventory management, shipping and receiving, office move logistics, and workplace management tasks
• In all responsibilities and interactions, serve as a public-facing representative of the firm

Required Qualifications

• 1–3 years of relevant administrative, hospitality, or corporate experience
• Bachelor’s degree
• Experience working in a team-based environment
• Ability to work between multiple neighboring buildings as directed by the supervisor
• Flexibility to provide coverage and support outside of scheduled hours and shifts, and to work in a secondary office location within the main campus
• Experience working in an office setting with general knowledge of standard office technology and procedures
• Strong communication and interpersonal skills
• Ability to multitask, prioritize, and adapt quickly in a fast-paced, detail-oriented role
• Exemplary spelling, grammar, and tone in both verbal and written communication
• Excellent troubleshooting skills using critical thinking and available resources
• Resourceful and proactive approach to problem-solving
• Professional and polite demeanor and presentation
• Ability to take initiative and work independently while simultaneously monitoring team needs
• Ability to adhere to and uphold confidentiality and compliance practices

Pay

Hourly rate: $28–$30 USD