Boutique commercial real estate firm is seeking an Administrative Assistant/Receptionist. This person will be responsible for establishing a warm, welcoming and professional atmosphere for all visitors, guests, and employees as the first point of contact. This dual-role position requires someone who is personable, efficient, and capable of managing front desk responsibilities while also supporting office management operations. Additionally, the Administrative
Assistant/Receptionist will directly support the EA to the CEO/Office Manager.
This role is onsite in Manhattan 4 days/week (Fridays remote).
ADMINISTRATIVE ASSISTANT RESPONSIBILITIES:
• Maintain/order food & beverages for HQ as directed.
• Assist with managing facility maintenance repairs.
• Help implement and maintain office policies and procedures.
• Maintain accurate records of office management expenses and assist with budget tracking.
• Assist with special projects and ad hoc duties as assigned by direct manager.
• Process invoices and allocation of shared corporate account vendors and invoices for People & Culture.
• Manage shared corporate account vendors, such as but not limited to: Uber, Seamless, FedEx, FreshDirect, Bevi, Ready Refresh, UBS/Leaf Financial, Verizon Wireless, USPS.
• Serve as back up support to the EA to the CEO as needed.
• Retrieve Accounts Payable invoices and organize them into the appropriate allocated folders.
• Assist with IT Onboarding and Offboarding.
• Provide administrative support to other departments as needed.
RECEPTIONIST RESPONSIBILITIES:
• Answer and direct phone calls, emails, and other correspondence promptly and accurately provide high-level internal and external support.
• Greet ensemble and visitors in a professional and welcoming manner.
• Speak knowledgeably about the office, building, and other points of interest.
• Coordinate conference room bookings and schedule meetings as needed.
• Manage incoming and outgoing mail and deliveries.
• Maintain office cleanliness including conference rooms, pantry and other shared spaces.
• Communicate effectively with peers, other departments and all outside vendors, displaying accuracy and attention to detail both in verbal and written communications.
KEY BEHAVIORS:
• Excellent communication and interpersonal skills
• Meticulous attention to detail and accuracy
• High level of ethics and confidentiality
• Strong organizational and time management abilities
• Team-oriented mindset with the ability to work independently when required.
EDUCATION AND QUALIFICATIONS:
• HS diploma or equivalent work experience.
• Two to three years’ experience in a customer service / office support position
• Basic computer skills and knowledge of office technology / equipment.
Perks:
• Competitive Salary: $70-80K base plus discretionary bonus
• Opportunity to drive growth and make a difference in a rewarding industry
• Unlimited Paid Time Off (must take a minimum of 15 days)
• 401(k) and Roth Retirement Program with a 3% Safe Harbor
• 13 Paid Holidays
• Health, Dental, Vision, Life and ADD Insurance (90% employer paid medical plan available, dental at 90% coverage)
• Weekly Paycheck
• Lunch and Dinner Stipend
• Snack-filled kitchen
• Learning and Education Budget
• Team Bonding and Off-Site Events (bowling, golf range, beer tasting, paint and sip)
• Discretionary Bonus
• Laptop
• Commuter Benefits
• Meditation Sessions
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