Job Description
Job Description
26-04132
$34.00
Schedule/Daily: 8:30a – 4:30p M-F
In this position you will serve as the face of the brand as the front desk receptionist and facilitator of all office-related matters. In addition to greeting visitors, handling incoming calls, and performing general administrative duties for the front desk and office as a whole, you will manage key internal communications, in-office events, and hospitality. The office coordinator will also serve as operational support to the NY Region.
Responsibilities
1) Manage Front Desk Operations
- Act as gatekeeper to general inquiries
- Direct guests, visitors, and clients to appropriate destinations within the office
- Receive mail, packages, and food deliveries
- Field general office operations questions from employees
- Provide information to callers and direct them to the appropriate person or department
- Troubleshoot issues and arrange repairs for office equipment
2) Manage Daily Office Activities of NYC Field Office
- Manage and maintain office supply inventory
- Track product inventory and maintain spreadsheets
- Oversee porter daily tasks (restocking pantry, coffee, milk, snacks)
- Issue access control key fobs for employees
- Set up new hire desks with necessary supplies
- Order and restock office supplies (bi-weekly)
3) General Housekeeping (in partnership with porter)
- Maintain printing stations, mail room, kitchen, bar, and conference rooms
- Coordinate cleanup for events and meetings with relevant executive assistants and support staff
- Manage trash and recycling procedures
- Address janitorial concerns with vendors and on-site staff
4) Meeting Facilitation and Coordination
- Book and prepare meeting rooms
- Create agendas and presentations based on direction from senior staff
- Ensure meeting deliverables are met through coordination with stakeholders and vendors
5) Ticket Operations and Distribution Support
- Coordinate distribution of company-sponsored events and third-party partner allocations
- Troubleshoot database issues
- Track and report ticket usage in Excel
- Standardize communications with stakeholders and requestors
Experience
- 1–2 years of work experience
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
- Strong written and verbal communication skills
- Ability to manage multiple projects simultaneously
- Ability to plan and execute events and social engagements
- Process-oriented with strong attention to detail
- Comfortable working with multiple managers and personality types
- Able to work independently and proactively
- Highly organized and able to multitask in a fast-paced environment
- Quick learner with the ability to take on new tasks efficiently
Nice to Haves
- Experience with administrative and clerical tasks
- Knowledge of office management, procedures, A/V equipment, and basic technology #ZR