Office Hospitality Associate

 

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Position Summary: 

This role supports the Office Hospitality Manager in optimizing office services and facility functionality to create a welcoming, safe, comfortable and productive work environment for employees. This person will be expected to liaise with a variety of functions throughout the organization. Position will be located in our New York City office.  This role requires 5 days per week on site in our NY office.

 

Responsibilities: 

• Reception:

  • Maintain a positive and welcoming office environment
  • Manage the internal and external visitor experience serving as the main point of contact ensuring to maintain communication with key stake holders adjusting schedule as needed for support
  • Handle inquiries and complaints professionally serving as a single point of contact for visitors and employees
  • Monitor all communication platforms offering timely responses and appropriate follow-up
  • Support meeting scheduling and room preparation
  • Coordinate printer service, ensure paper is stocked and replace toner as needed
  • Manage record storage and shredding services.
  • Sort and distribute incoming mail (including packages and newspapers).
  • Process FedEx, UPS, USPS mailings and messenger services
  • Order and manage office supplies and inventory

Safety & Facilities Management:

• Coordinate maintenance and repairs completing routine quality and functionality audits
• Serve as a liaison between property management and the business by managing tenant portal access, dock access, building work orders, and amenity approvals
• Ensure all workspace and storage rooms are neat, safe, and organized
• Address, resolve, and escalate workplace issues to the Office Hospitality Manager effectively
• Employee badge management
• Coordinate employee desk/office moves, manage office seating charts and inventory of hotel offices
• Ensure vendors have a valid COI on file, registered for building access, greeted and escorted to the work site, and that the appropriate parties receive communication regarding the purpose of their visit and/or arrival notification.
• Ensure visitor and new hire desks are clean and prepared with the required hardware.

Administrative & Event Coordination: 

• Ensure standard operating procedures are documented, current and easily accessible in a centralized location
• Support the receiving, set-up, and breakdown of in-office catering
• Assist with general administrative tasks such as data entry and timely expense reporting
• Identify opportunities to implement efficient workflows and maintain accurate records of productivity
• Adhere to budgets and identify opportunities to manage costs
• Collaborate with other departments to optimize service and experience for employees and guests
• Execute firmwide internal events alongside Office Hospitality Manager
• Support employee onboarding and offboarding
• Complete special projects as assigned

 

 

Qualifications: 

Required: 

• Technical Skills: Familiarity with Outlook and basic office technologies.
• Organizational Skills: Ability to manage and prioritize multiple tasks efficiently and with a sense of urgency.
• Communication Skills: Excellent and professional communication when coordinating with staff, other departments and vendors.
• Attention to Detail: Ensure work is completed with accuracy.
• Adaptability: Flexibility to adapt to change and unexpected situations.

 

Base Salary
$65,000 - $80,000 (dependent on skills, experience, and competencies)