Job Description

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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