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Financial Advisory firm located in Midtown Manhattan is looking to hire a Temp to Perm Office Coordinator/Receptionist who will also provide administrative support to several professional staff. The ideal candidate is well-organized, able to multi-task and provides a high level of customer service. This role starts ASAP (as soon as we can find the right person) with an estimated temp trial period of contract of 3-6 months. This role is fully onsite Monday – Friday. The standard daily hours are 9am-5pm, but this person may need to come in earlier or leave later depending on the day (plus flexibility to handle urgent matters after hours if needed). Annual base salary is 65K-85K DOE (hourly pay rate while temping in-line).
Responsibilities
- Provide administrative support to several employees at the New York office, including but not limited to travel arrangements, phone coverage, meeting coordination and calendar management and maintenance
- Greet and welcome visitors and clients, providing a positive first impression of the firm; notify the appropriate person of any visitor arrivals and/or escort them to specific destinations if required
- Ensure the office is maintained to appropriate standards on a day-to-day basis
- Field internal and external general office inquiries and manage all incoming calls, directing them to the appropriate person
- Manage the booking of meeting rooms and ensure they are prepared and set up accordingly (including the ordering and setup of any catering) for meetings in advance of start time; post-meeting, ensure the meeting room is cleaned and ready for next meeting
- Work with office services team to coordinate all facilities related work including office maintenance, improvements and problem resolutions
- Provide technical support for office equipment and systems; escalate local problems to appropriate support teams
- Act as point person to escalate and coordinate resolution to IT related issues
- Monitor and maintain office supply inventory including office supplies and kitchen snacks
- Make sure the coffee machine is clean and ready to go for the day
- Work with support teams to ensure all new employees are onboarded
- Act as the point person for coordinating logistics relating to visiting staff
- Assist with any office initiatives and ad-hoc projects as needed
- Act as back up to the Office Manager and Executive Assistant
- Ability to work extended hours as needed
Education and Qualifications
- Bachelor’s Degree, preferred
Experience, Skills and Competencies Preferred
- At least 2+ years of prior experience as an administrative assistant or office coordinator
- At least 2+ years of prior experience sitting reception/ front desk as well
- Experience working in a fast-paced corporate environment supporting senior executives, professional services preferred
- Ability to exercise sound judgment and discretion in dealing with highly confidential/sensitive business matters
- Excellent time management skills and attention to detail
- Experience with booking travel
- Strong computer aptitude with knowledge of Microsoft Office (Word, Outlook, Excel, PowerPoint) and ability to learn new technology as needed
- Ability to multi-task while maintaining excellent oral and written communication skills
- Dependable and detail oriented with excellent organizational and interpersonal skills
- Able to contribute positively as part of a team, helping out with tasks as required
- Ability to work well under pressure
- Ability to handle and troubleshoot office equipment
- Fast and eager learner
- Flexibility to work outside of business hours
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