Receptionist/Office Coordinator

COMPANY: Private Equity Firm

POSITION: Receptionist/Office Coordinator

LOCATION: New York, NY (Downtown NYC)

COMPENSATION: $100-120K base + discretionary bonus + benefits!

HOURS: 8:30AM - 5:30PM (flexibility as needed)

BACHELOR’S DEGREE: Preferred

 

Our client is a private equity firm based in Downtown NYC. They are seeking a highly professional, career Receptionist to serve as the face of the firm and ensure seamless day-to-day operations of the office. This role reports to the Director of Administration. 

 

Responsibilities of the Receptionist:

-Serve as the first point of contact, greeting all visitors with professionalism and discretion

-Manage incoming calls, routing efficiently and handling inquiries with sound judgment

-Oversee guest registration, visitor logs, and building security protocols

-Coordinate and prepare for guest arrivals, ensuring a seamless and elevated experience

-Maintain a pristine, organized, and welcoming reception area at all times

-Oversee conference room scheduling and resolve booking conflicts

-Prepare meeting rooms (AV setup, materials, catering coordination)

-Ensure rooms are reset, clean, and fully functional between meetings

-Troubleshoot basic AV or connectivity issues

-Act as the primary point of contact for facilities-related matters

-Coordinate maintenance, repairs, and office services with building management

-Monitor office conditions and proactively address issues

-Support office moves, reconfigurations, and space planning as needed

Vendor Management

-Manage relationships with office vendors (cleaning, catering, supplies, IT support, etc.)

-Coordinate service schedules and ensure quality standards are met

-Process invoices, track expenses, and maintain vendor records

-Oversee pantry operations, including stocking, organization, and cleanliness

-Manage inventory of office supplies and place orders as needed

-Ensure availability of refreshments and maintain a high standard of presentation

-Assist with mail and package distribution

-Support internal events, team meetings, and firm-wide functions

-Provide ad hoc administrative support to executives or teams as needed

 

Requirements of the Receptionist:

-Bachelor’s degree preferred; not required

-8+ years experience

-A high degree of professionalism, initiative and independence

-Excellent time management, organizational and interpersonal skills

-Great attitude and comfortable working autonomously

-Hands-on problem solver and team player

-Must be comfortable with a quieter environment

-Flexible team player with can do attitude

-Excellent written and oral communication

-Strong Microsoft Office Suite skills, specifically Outlook and Word & PPT. Proficiency in Excel is also preferred.