Administrative Assistant & Office Coordinator

QuadReal Property Group; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

QuadReal Property Group is seeking an Administrative Assistant/Receptionist to support the New York team, reporting to the NY Office Manager. The role requires coordinating travel, meetings, invoices, expense reports, and corporate card reconciliations while maintaining schedules in a fast-paced environment.

The position includes greeting visitors, event planning support, backup assistance to remote Executives, and ensuring smooth office operations—from inventory to mail and courier coordination.

Qualifications

• 3–4 years of administrative experience, corporate exposure preferred.
• Ability to partner with all levels of the business and adapt communication styles.
• Proactive and able to work in a collaborative environment.
• Effective oral and written communication with all levels of seniority.
• Strong organization, time management and ability to meet deadlines.
• Proficiency in Word, Excel, PowerPoint, Outlook and Teams.
• Support QuadReal’s environmental sustainability and CSR values.

Responsibilities

• Coordinate and manage travel arrangements for team.
• Assist with internal and external meetings, conference calls, and conference room scheduling.
• Process invoices, prepare and submit expense reports and corporate credit card reconciliations using Excel.
• Provide Workday assistance when needed.
• Greet visitors with a positive, helpful attitude.
• Provide backup assistance to remote Executives when required.
• Arrange all aspects of visiting colleagues: desk assignment, guest passes, welcome instructions.
• Assist colleagues as needed; arrange courier needs.
• Sort and distribute mail; maintain office and kitchen supplies inventory.

Skills

Travel bookings

Collaboration

Proactivity

Communication skills

Organization

Analytical skills

Numerical skills

Time management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

Job description

QuadReal Property Group is seeking an Administrative Assistant/Receptionist to support the New York team, reporting to the NY Office Manager. The role requires coordinating travel, meetings, invoices, expense reports, and corporate card reconciliations while maintaining schedules in a fast-paced environment.

The position includes greeting visitors, event planning support, backup assistance to remote Executives, and ensuring smooth office operations—from inventory to mail and courier coordination.