Office Manager / Reception and Administrative Coordinator

Our client, a boutique investment firm, is seeking an Office Manager / Reception and Administrative Coordinator to provide administrative support to the team while overseeing the day-to-day operations of its New York office. This multifaceted role includes travel and calendar coordination, expense management, event planning, vendor and facilities oversight, and high-touch reception and meeting support. The ideal candidate will have 3–5 years of corporate administrative experience, preferably within financial services, and will be polished, highly organized, dependable, and comfortable managing multiple priorities in a fast-paced office environment.

COMPANY: Investment Firm
POSITION: Office Manager / Reception and Administrative Coordinator
LOCATION: New York, NY
HOURS: 8:30 AM–5:30 PM, with flexibility to work outside of standard hours as needed
OFFICE REQUIREMENTS: Hybrid – 4 days in office / 1 day work from home
COMPENSATION: $75-110K DOE + Bonus + Benefits
BACHELOR’S DEGREE REQUIRED: Preferred

Responsibilities of the Office Manager / Reception and Administrative Coordinator:
Team Support:
- Coordinate travel, accommodations, itineraries, reservations, and meeting schedules for senior executives and visiting stakeholders.
- Provide administrative support to the team, namely with travel booking, calendar management, ad hoc projects
-Prepare T&E reports for expense reimbursement, including organizing invoices/receipts
-Management of employee expenses for staff including coordination with Finance department
Organizing events:
-Scouting restaurant venues
-Managing restaurant venues
-Ordering catered meals for the office for board meetings and group events
-Organizing team social activities
Office Management:
- Manage relationships with office vendors and service providers, including cleaning, maintenance, catering, office supplies, security, and building management
-Obtain quotations and coordinate service contracts as directed
-Monitor vendor performance and escalate issues as necessary
-Distribution of mail and deliveries and booking outgoing packages
-Close working relationship with ground floor security and building management
-Working with building for contractor access including any required paperwork submissions
-Manage ordering (and as needed, pick up) of food, cleaning, catering and stationery supplies
-Manage confidential waste pick ups
-Working closely with cleaning team to ensure high standards are always maintained
-Ensuring maintenance visits are carried out as contracted
-Booking and overseeing emergency/ urgent maintenance visits including plumbing, coffee machine, water tap, air con and electrical issues etc.
-Completion of daily office checks for defective items and general office areas
-Overseeing of day-to-day Health & Safety items, i.e. checking fire doors, fire extinguishers, first aid boxes etc.
-Performing first aid and fire warden duties
-General office work, i.e. printing, scanning, binding etc.
Meeting/Reception Support:
-Fielding phone calls to the Firm’s main phone line
-Diary management for meeting rooms
- Serve as primary point of contact for visitors and vendors while on site: meeting & greeting clients, guests and visitors and notifying team members of guest arrival
-Ensure meeting rooms are fully prepared prior to meetings, including catering, room setup, technology checks and materials. Liaise with IT consultants for AV support to meetings
- Coordinate external visitor logistics including building access (and transportation and accommodations where required).

Requirements of the Office Manager / Reception and Administrative Coordinator::
-Bachelor’s degree preferred
-3-5 years admin experience, preferably within financial services
-Must have corporate office experience
-Excellent timekeeping and punctuality
-Proficiency with Outlook, Word, Excel, PowerPoint, Microsoft Teams, and shared document management platforms.
-Demonstrated leadership skills
-Demonstrated ability to handle highly confidential information with discretion and professionalism
-Exceptional organizational and prioritization skills with the ability to manage multiple competing demands simultaneously
-Strong team player
-Adaptable
-Punctual and reliable
-Excellent communication skills
-Ability to solve problems and think on their feet in stressful situations
-Experience interacting with high-level guests with poise, grace and positivity
-Extremely high attention to detail in all aspects
-Verifications of identity, education, prior employment, and references may be required