Receptionist/Office/HR Coordinator

Our client, a NYC investment advisor with global offices, is seeking a Receptionist/Office/HR Coordinator to support a 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 the office, creating a welcoming environment.  This is a great role for a candidate who has a “no job is too big or small” and for someone who is excited to get involved in different things.  The role will support the daily administrative workflow by greeting guests, answering the main phone line, calendar management, food/snacks procurement and stocking, meeting room preparation, video conference set-up, mail review and distribution, coordinate travel and various administrative and HR tasks across the firm. 

This role has dual reporting to the EA/Office Manager for office coordinator and to the Chief Administrative Officer (CAO) for HR coordinator tasks.  The role is part of a small, collaborative administrative team.


COMPANY: Investment Firm
POSITION: Receptionist/Office/HR Coordinator
LOCATION: New York, New York
HOURS: 8:00am - 4:00pm
COMPENSATION: $65k – 80k
BACHELOR'S DEGREE: Preferred
*The role is 4-5 days per week in office (Monday, Tuesday, Wednesday, and Thursday) and Friday will be a rotating remote day

Responsibilities of the Receptionist/Office/HR Coordinator:

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

Requirements of the Receptionist/Office/HR Coordinator:

-Bachelor’s degree preferred.
-Positive, high-energy, “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 your feet to creatively solve problems.
-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, a plus.
-Verifications of identity, education, prior employment, and references may be required