Receptionist / Office Coordinator

Our client, a NYC investment advisor with global offices, is seeking a Receptionist/Office Coordinator to support a 25-person NYC office as the main point of contact for guests/staff and to maintain the office space.  The ideal candidate is someone who would thrive being the face of the office, creating a welcoming environment.  This is a great role for a candidate who has a “no job is too big or small” and for someone who is excited to get involved in different things.  

COMPANY: Investment Firm

POSITION: Receptionist/Office Coordinator

LOCATION: New York, New York 

HOURS: 8:00am - 4:00pm

COMPENSATION: $65k – 75k DOE + discretionary bonus + benefits

BACHELOR'S DEGREE: Preferred

*The role is 5 days per week in office

Responsibilities of the Receptionist/Office Coordinator:

-Warmly welcome and greet all visitors ensuring they have a positive experience upon arrival.

-Answer the main phone line and relay messages accurately and in a timely manner.

-Greet, direct, and provide refreshments to guests with polished and professional presentation.

-Sort and distribute mail/deliveries.

-Maintain orderly office spaces, including reception area, conference rooms, storage areas and kitchen throughout the day.

-Order breakfast and lunches for the entire office, set out food and tidy-up/store leftovers.

-Assist in the ordering, stocking, and distribution of food, snacks, and general office supplies.

-Water and maintain office plants.

-Main point of contact on all office maintenance. (HVAC, building engineers, shredding, light bulbs, etc.).

-Coordinate multiple calendars via Outlook, coordinate meeting logistics and organize and reserve meeting rooms.

-Support Chief Administrative Officer with HR related tasks and projects (headcount reports, interview coordination, performance evaluations, surveys, employee -on/offboarding, benefit administration, firmwide communications, etc.).

-Prepare packages for courier (FedEx, USPS, UPS), mail receipt and shipping distribution.

-Prepare expense reports per company policy.

-Coordinate and book air/train/car travel based on travel policy.

-Manage employee administrative requests (scanning, printing, DocuSign, etc.).

-Assist in planning and executing firm events both in and out of the office (e.g., happy hours, culture building events, etc.)

-Communicate regularly with the Office Admin team to ensure seamless office operation and team coverage.

-Ad-hoc administrative duties across the firm.

Requirements of the Receptionist/Office Coordinator:

-Bachelor’s degree preferred.

-Positive, high-energy, “can-do”/service attitude and with excellent interpersonal skills.

-Self-motivated, ability to take direction and respond well to questions and seek clarification as needed.

-Proactive and able to think on your feet to creatively solve problems.

-Ability to shift from one task to another seamlessly. 

-Strong communication, attention to detail and follow-up skills.

-Strong proficiency in Microsoft Office (Outlook, Word) and familiarity with other systems. 

-Notary license, a plus.

- Verifications of identity, education, prior employment, and references may be required.