Office & Facilities Administrator

Essential Job Functions

• Greet clients and visitors for all business units, tactfully redirecting visitors as needed
• Handle incoming calls and respond professionally to incoming inquiries
• Respond effectively to department related inquiries in a friendly and professional manner via telephone, e-mail, and in person
• Manage meeting room schedules for NYC facility utilizing electronic booking software (MS Office Outlook) taking requests from employees, guests, and clients, exercising discretion when resolving conflicts and competing demands for rooms
• Maintain professional appearance and functionality of office spaces including reception, conference rooms, restrooms, and pantries
• Oversee inventory, ordering and restocking of office, kitchen and amenity supplies
• Ensure copy rooms and shared spaces are organized and well-stocked
• Liaise with IT, and building management for office repairs, maintenance, and space management
• Oversee incoming/outgoing mail and courier services; deliver internal packages twice daily
• Manage guest amenities and coordinate catering for internal and external meetings
• Serve as a key point of contact for vendor relationships, especially for hospitality services

Required Qualifications

• 1-2 years of experience in office administration, operations, or hospitality in a professional setting
• Proficiency with Microsoft Outlook
• Experience managing multiple priorities and interacting with all levels of staff and external guests
• Able to lift up to 50 lbs
• Excellent communication, organization, and problem-solving skills
• Professional, polished, and service-oriented demeanor
• Strong attention to detail with ability to multitask in a dynamic environment
• Discretion and sound judgment when handling sensitive information
• Self-starter with a collaborative spirit and ability to anticipate needs

Preferred Qualifications

• Experience in financial services, legal, or other professional services industries
• Proficiency in the full Microsoft Office Suite
• Demonstrated ability to manage vendor relationships and coordinate logistics for events or meetings

Compensation

$55,000-62,000
This role is eligible for an annual discretionary bonus and a generous benefits package in addition to the base salary.

Benefits Overview

• Paid Time Off: 15 days of paid vacation accrual per year, 20 days after 3 years with the firm, unlimited sick days
• Health & Wellness: Medical and dental insurance, vision insurance - 100% company-paid benefit, Employee Wellness Program - 100% company-paid benefit available to all employees and members of their household 24/7/365, Mental health benefits: 3 free therapy sessions per occurrence per year, Support and guidance for everyday issues including, but not limited to, legal consultation, financial expertise, child or elder care, home repair, housing needs, adoption, etc., Access care on-demand via phone, over live chat, email, or in-person, Life insurance - 100% company-paid benefit, Short-term disability insurance - 100% company-paid benefit, Long-term disability benefits
• Financial Benefits: Pet insurance, Equinox preferred rates, 401(k) with employer match, Employee Stock Purchase plan with employer match, Commuter pre-tax benefits, Tuition reimbursement