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Our client, a global investment advisor located in Midtown East, Manhattan is seeking a Temp-to-Perm Receptionist/Office Coordinator to support 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 a smaller office while wearing many hats, creating a welcoming environment for internal and external guests.

The role will support the daily administrative workflow by greeting guests, answering the main phone line, calendar management, meeting room preparation, video conference set-up, mail review and distribution, coordinate travel and various administrative and HR tasks across the firm.

Requiring 4-days per week in office (also open to part-time Mon-Thurs). The hours will be 7:30am-3:30pm. This role has dual reporting to the EA/Office Manager and Chief Administrative Officer (CAO) and will be part of a small, collaborative administrative team.

Responsibilities

• Warmly welcome and greet all visitors ensuring they have a positive experience upon arrival.
• Answer 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 organizing and reserving 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.
• 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.).
• Ad-hoc administrative duties across the firm.

Qualifications

• Ideally 1+ year experience in a reception or administrative level support role in a financial services environment preferred; some experience/exposure to the industry needed
• Bachelor's degree preferred.
• Positive, "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 feet to creatively problem solve.
• 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 is a plus, but not required.

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