Administrative Support Specialist - Job 185

Mondo; New York (NY); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401K

Job summary

The Administrative Support Specialist at Mondo's New York office serves as the welcoming face for employees, guests, and vendors, delivering organized, hospitality-driven service onsite at One World Trade Center. You will manage reception, coordinate mail, and support workplace operations with a proactive, problem-solving mindset.

Responsibilities include handling check-ins, badge issuance, meeting-room prep, event support, vendor coordination, and basic invoice processing while partnering with

Qualifications

• 0-2 years of hands-on experience in customer service, hospitality, front-desk administration, or workplace operations.
• Proficiency in Google Workspace or Microsoft 365 with ability to quickly learn new tools.
• Strong organizational and multitasking skills in a fast-paced environment.
• Excellent verbal and written communication skills with a people-first approach.

Responsibilities

• Welcome employees, candidates, and visitors with warmth and enthusiasm, managing check-in and badge issuance.
• Manage daily reception flow including calls, inquiries, and mail handling.
• Conduct daily walkthroughs of reception areas to maintain an organized, clean environment.
• Triage and resolve facilities and reception requests and escalate issues to leads.
• Maintain inventory and place budget-conscious restock orders for office supplies.
• Assist with planning, setup, and execution of internal team lunches and events.
• Support the Regional Workplace Manager with tasks including badge access updates and basic invoicing.

Skills

Customer service

Office etiquette

Organizational skills

Verbal & written communication

Education

Bachelor's degree or equivalent practical experience

Tools

Google Workspace

Microsoft 365

Job description

Job Title: Administrative Support Specialist

Location-Type: Onsite, Monday-Friday - One World Trade Center, New York, NY 10007

Start Date: Approximately 3 weeks from verbal offer

Duration: Contract, 6 months

Compensation Range: $24-$31/hour

Benefits: Eligible for Health, Dental, Vision, and 401K

Visa Sponsorship: Not eligible for visa sponsorship

Job Description

This role serves as the first point of contact and operational backbone for the client's New York office, delivering an exceptional workplace experience for employees, guests, and vendors through hospitality-driven service and organized, proactive support.

Job Summary

• Welcome employees, candidates, and visitors with warmth and enthusiasm, managing check-in, visitor badge issuance, and host notification to ensure seamless arrivals
• Manage daily reception flow including incoming calls, general inquiries, and mail and package handling with accuracy and care
• Conduct daily walkthroughs of reception, meeting rooms, kitchenettes, and common areas to maintain an organized, clean, and inviting environment
• Triage and resolve facilities and reception requests, including room reservation conflicts, supply restocking, and escalation of building issues to the appropriate leads
• Maintain organized inventory and place budget-conscious restock orders for office supplies, paper goods, beverages, and snacks
• Assist with planning, setup, and execution of internal team lunches, company events, holiday celebrations, and department gatherings
• Support the Regional Workplace Manager with administrative tasks including badge access updates, basic vendor invoice processing, directory management, and safety and visitor log maintenance

Minimum Requirements

• 0-2 years of hands-on experience in customer service, hospitality, retail, front-desk administration, or workplace operations
• Proficiency in Google Workspace or Microsoft 365 (Outlook, Word, Excel, Teams, or Slack) with ability to quickly learn new tools such as visitor management systems and ticketing platforms
• Strong organizational and multitasking skills with the ability to prioritize competing demands in a fast-paced environment
• Excellent verbal and written communication skills with a genuine, people-first approach to workplace interactions

Preferred Qualifications

• Bachelor's degree or equivalent practical experience
• Demonstrated experience coordinating vendor relationships, catering, or facilities-related service requests
• Prior experience supporting office events, meeting coordination, or conference room management
• Comfortable operating with a proactive, self-starter mindset, identifying and addressing challenges before they elevate