Hybrid Office & Facilities Coordinator - Dynamic Operations Role

The Douglaston Companies; New York (NY); Hybrid; USD 35,000 - 42,000; Full time

Benefits offered by this job

Health benefits

401(k) plan

Hybrid work schedule

Tuition & certification reimbursement

Paid time off

Job summary

The Dougleston Companies in Douglaston, NY is seeking an experienced Administrative Assistant to join our front desk team. You will answer calls, greet visitors, manage mail, coordinate conference room bookings, and support facilities with supplies and vendor coordination.

Ideal candidates have at least 2 years in an administrative role, excellent communication skills, and the ability to multitask in a busy environment. This position offers a hybrid schedule with most work performed in-office.

Qualifications

• Must have a minimum of 2 years in an administrative capacity.
• Excellent communication and customer service skills.
• Ability to organize, prioritize, multi-task, work independently.
• Must maintain confidentiality.
• Microsoft Office Suite proficiency.
• Notary Public, preferred.

Responsibilities

• Oversee front desk operations including answering phone line and forwarding calls.
• Provide excellent customer service to callers and visitors.
• Greet and announce visitors; monitor visitor access.
• Oversee facilities and maintenance activity and coordinate with the Facilities Manager; oversee issues until resolved.
• Manage conference room bookings and prep between meetings.
• Order and maintain office supplies and inventory.
• Coordinate and manage catering for meetings and events.
• Log and distribute incoming mail and packages; coordinate with courier services.
• Maintain printers and copiers; arrange service.
• Support document control, copy, fax and scan.

Skills

Administrative experience

Customer service

Communication

Microsoft Office

Notary Public

Tools

Microsoft Office Suite

Job description

The Dougleston Companies in Douglaston, NY is seeking an experienced Administrative Assistant to join our front desk team. You will answer calls, greet visitors, manage mail, coordinate conference room bookings, and support facilities with supplies and vendor coordination.

Ideal candidates have at least 2 years in an administrative role, excellent communication skills, and the ability to multitask in a busy environment. This position offers a hybrid schedule with most work performed in-office.