Job Title: Receptionist / Administration Assistant - Full Time (5 days in office)
Location: New York City Office
Salary: $60,000 - $90,000 annually (based on experience and skill set)
Job Overview:
We are currently seeking a dedicated and professional Receptionist for our New York City office front desk. The ideal candidate will have strong organizational skills, a client-service-oriented mindset, and between 1 to 5 years of experience in a corporate environment, ideally in reception, front of house, or administrative roles. This is a full-time position requiring the candidate to work five days a week at the office.
Key Tasks and Responsibilities:
Visitor & Client Interaction:
- Greet and meet all visitors and clients, ensuring they are promptly checked in and entered into the building security system.
- Provide a professional and welcoming atmosphere to all visitors.
Reception Area & Meeting Room Management:
- Maintain the appearance and cleanliness of the reception area and meeting rooms at all times.
- Ensure meeting rooms are set up and ready for scheduled appointments.
Call & Communication Management:
- Screen and route incoming calls to the appropriate staff members.
- Maintain a professional and polite demeanor when handling calls.
Meeting & Schedule Coordination:
- Coordinate meeting room schedules via Outlook, ensuring there are no conflicts.
- Assist in managing the scheduling of company meetings, both internal and external.
Office & Pantry Supplies:
- Order and maintain office and pantry supplies, ensuring the kitchen area remains organized and stocked.
- Manage the distribution of office supplies and ensure a well-stocked office supply area.
Mail & Courier Coordination:
- Receive and manage incoming mail and packages, preparing outgoing mail.
- Track and coordinate courier packages, including weekly shipments to the London office.
Office Organization:
- Maintain an organized office supply storage area, documenting and maintaining physical office files.
- Ensure all office areas are neat and tidy.
Additional Responsibilities:
- Visitor & Candidate Support:
Assist with travel arrangements for visitors from other locations and coordinate accommodations for interview candidates.
- Arrange seating for international visitors, ensuring their needs are met during office visits.
Event & Holiday Planning:
- Assist with the planning and execution of small office events.
- Decorate the office for holidays and special events.
Video Conference Support:
- Provide technical support for video conferences in the absence of the IT team.
Administrative Support:
- Maintain and update contact lists within the office.
- Coordinate with vendors for reception-related services.
- Manage employee transitions, including adding and removing individuals from security systems.
Additional Office Support:
- Assist with managing office-related charges on corporate Amex.
- Coordinate the schedule and laundry service for the office fitness room.
Qualification and Experience:
- Minimum 2-3 years of relevant office or guest services experience, preferably in a financial services environment.
- Expertise in Microsoft Office Suite (Outlook, Excel, PowerPoint, Teams).
- Excellent organizational skills with the ability to multitask and pay close attention to detail.
- Experience dealing with all levels of employees and visitors while maintaining confidentiality.
- A proactive, team-oriented mindset, with a strong willingness to go above and beyond in assisting both internal and external clients.
