Office Coordinator

7 days ago

New York, New York, United States Insignis Talent Full time

Reports to:
Operations Director

Hours per Week:
40 (Mon-Fri; 8am-5pm)

Salary:
$80,000-85,000 per annum, DOE

In-Office:
5 Days per week

We are seeking an experienced Office Coordinator to join an award-winning design firm in Manhattan.

In this role you will be the face of our firm as our Receptionist, being first point of contact for all of our designers, architects and VPs.

You will provide general administrative assistance to the Manhattan team including supporting with light bookkeeping tasks.

Duties/Responsibilities:

  • Be gatekeeper and first point of contact for the firm greeting and assisting all visitors, clients and vendors in a professional and welcoming manner.
  • Manage incoming calls, emails and deliveries.
  • Coordinate with building maintenance and service vendors when needed.
  • Support the Manhattan office with administration, including the preparation of documents, reporting, client correspondence, filing, data entry, scheduling, and maintenance office supplies.
  • Support the finance team with financial administration through tracking of expenses and maintaining accurate financial records.
  • Use accounting software to support the vendor of bills and invoicing, via QuickBooks.
  • Maintain the office appearance, ensuring good cleanliness and organisation and that communal areas are well presented and fully stocked.
  • Aid as additional support on special client projects when requried.

Required Skills/Abilities:

  • Demonstrable experience in an Office Coordination, Receptionist or Admin Assistant post.

  • Industry background - Design, Architecture, Interiors or similar.

  • Possess high level of professionalism, maturity, discretion and sound judgment

  • Excellent time management skills with a proven ability to meet deadlines

  • Basic knowledge of bookkeeping or accounting software (i.e., QuickBooks or similar) a plus.

  • Proficient with Microsoft Office Suite – Outlook, Excel, PowerPoint, Word.

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