Office Administrator

Gracious Hospitality Management; New York (NY); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical, Dental, Vision benefits

Paid Time Off

Referral Bonus

Employee Recognition Awards

Job summary

Gracious Hospitality Management in New York is seeking an Office Administrator to maintain a clean, organized, and meeting-ready environment at our head office. You will support operations, logistics, and events, ensuring professional service and gracious hospitality across departments.

The ideal candidate is highly organized, detail-oriented, and able to work independently. Proficiency with Adobe Acrobat and appointment scheduling software is preferred; on-site availability is required.

Qualifications

• Highly organized and detail-oriented.

Responsibilities

• Maintain cleanliness and order in all common areas.
• Reset and refresh meeting rooms throughout the day.
• Monitor and replenish office supplies and pantry items.
• Ensure kitchen areas are clean and organized.
• Take out trash and recycling as needed.
• Coordinate with building management and cleaning vendors.
• Support setup and breakdown for team meetings, trainings, and events.
• Log all transactions into Ramp.

Skills

Highly organized

Attention to detail

Self-starter

Ownership

Professional demeanor

Lift 25 lbs

On-site availability

Email/phone communication

Night/weekend support

Office equipment

Confidentiality

Adobe Acrobat

Scheduling software

Editing/proofreading

Tact and courtesy

Tools

Adobe Acrobat

Appointment scheduling software

Job description

Gracious Hospitality Management is first and foremost an outstanding hospitality company that conceptualizes Michelin-starred and James Beard nominated restaurants. We focus on both passion and profitability. We are professionals committed to ensuring exceptional hospitality and service to our customers. GHM has been honored with receiving a Michelin star eight years in a row for its restaurants Piora, Cote Korean Steakhouse & COTE Miami.

The Office Administrator is responsible for maintaining a clean, organized, and meeting ready environment throughout the day. This role ensures that the corporate workspace reflects the company's standards of excellence, professionalism, and gracious hospitality.

The ideal candidate takes pride in details, anticipates needs before they arise, and understands that a well-maintained office directly impacts team productivity and morale. This role will also be assigned ad hoc projects as needed, serving as a general point of support for the broader team.

Essential Job Duties & Responsibilities:
Job duties and responsibilities include, but are not limited to the following:

• Maintain cleanliness and order in all common areas including kitchen, conference rooms, restrooms, copy areas, and shared workspaces.
• Reset and refresh meeting rooms throughout the day (wipe surfaces, organize chairs, remove trash, restock materials).
• Monitor and replenish office supplies, paper goods, and pantry items as needed.
• Ensure kitchen areas are clean, dishes are managed, and appliances are wiped down regularly.
• Take out trash and recycling as needed throughout the day.
• Conduct periodic walkthroughs to proactively identify areas needing attention.
• Coordinate with building management and cleaning vendors for deep cleaning or maintenance needs.

Office Operations Support

• Receive and distribute mail and packages.
• Maintain office security: changing codes, security cameras, etc.
• Manage inventory and ordering for office supplies, including but not limited to (healthy) snacks, coffee, tea, glassware, note pads, desk supplies, printer ink, etc.
• Repairs and general upkeep of facilities & tracking progress, including monitoring AC/Heating and HVAC systems, assistance with upgrades and renovations, managing cleaning service, etc.
• Assist with vendor deliveries and supply organization.
• Support setup and breakdown for team meetings, training, and events.
• Maintain storage areas in an orderly and accessible manner.
• Submit maintenance requests and track completion.
• Log all transactions into Ramp.

Administrative & Team Support

• Maintain and update Office Manual.
• Support People & Culture or Operations with internal initiatives when needed.
• Help coordinate small in-office celebrations or team moments.
• Own ad hoc projects as assigned, acting as a general support resource for the team across departments as needs arise.
• Perform administrative tasks including, but not limited to:
  • Prepare conference rooms for meetings
  • Draft letters, emails, thank you notes, etc.
  • Receive deliveries and shipping, tracking, managing, executing, etc.
  • Oversee office gifting needs: ordering supplies and associated shipping.

Standards:

• Upholds GHM's mission to delight our customers.
• Consistently performs actions that positively impact the customer experience, and identifies opportunities to delight in all planning and processes.
• Display knowledge of the brand, culture, and product.
• Demonstrate the Company's core values of people, learning, culture, relationships, sustainability, and stewardship.
• Maintain professional and respectful behavior when in contact with guests, management, and teammates.
• Present a polished personal appearance, adhering to company grooming standards outlined in the Employee Handbook.
• Adhere to all company policies and procedures outlined in handbooks, manuals, and other company documents.
• Attend and participate in all scheduled meetings, training sessions, and continuing education activities.
• Take care of all company property.
• Maintain safety standards.
• Comply with federal, state, and local laws and regulations.

Qualifications:

• Highly organized with strong attention to detail.
• Self-starter with the ability to work independently and prioritize tasks.
• Strong sense of ownership and accountability.
• Professional demeanor with a service-oriented mindset.
• Ability to lift up to 25 lbs and be on feet for extended periods.
• Must be reachable by email and able to communicate via phone as well.
• Availability to support urgent matters on nights and weekends, as needed.
• Working knowledge of commonly utilized office equipment and practices (printers, copiers, scanners, fax machines, calendar invites, call forwarding, etc.).
• Ability to perform job duties and responsibilities well, adapt, and maintain professionalism, composure, and sound judgment under pressure in a fast-paced, often changing, and at times stressful environment.
• Ability to maintain strict confidentiality of company data and exercise discretion.
• Ability to work on-site at GHM head office (35 E 19th Street, New York, NY 10003).
• Proficiency with Adobe Acrobat.
• Proficiency in appointment scheduling software.
• Excellent editing and proofreading skills.
• A pleasant attitude and ability to exercise tact, courtesy, ethics and maintain positive working relationships in all interactions.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform those essential functions.

While performing the essential duties of this job, the employee is regularly required to:

• Lift and carry up to 25 pounds.
• Sit or stand for prolonged periods at a desk while working on a computer.
• May be asked to travel to visit vendors or different company locations.
• Stand for prolonged periods at a work station.

New York State’s Pay Transparency Lawrequires employersto include a range of pay for
all advertised job, promotion, or transfer opportunities.

New York Pay Range

$25 - $25 USD

Benefits (with variation for full-time/part-time employment):

• Structured, generous compensation for all positions
• Comprehensive Medical, Dental, and Vision benefits
• Flexible Spending Account/Health Savings Account
• Referral Bonus Program
• Employee Recognition Awards
• Paid Time Off

Gracious Hospitality Management fully complies with all applicable federal, state, and local anti-discrimination laws by providing equal employment opportunities to all employees and job applicants without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, or gender identity), national origin, age (40 or older), disability, and genetic information (including family medical history), or any other legally protected status.

Applicants requiring a reasonable accommodation to perform the essential functions of the job should contact the Human Resources department at [e-mail].