Office and Facilities Coordinator

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

Job Details

Job Location: The Douglaston Companies - Douglaston, NY 11363

Salary Range: $25.64 - $30.77 Hourly

Essential duties and responsibilities

• Oversee front desk operations including answering phone line, forwarding calls etc.
• Provide excellent customer service to callers and visitors.
• Greet and announce visitors; monitor visitor access.
• Oversee facilities and maintenance activity-reach out to vendors, maintain vendor lists, troubleshoot facilities issues with Facilities Manager; oversee issues until resolved.
• Ensure front office, conference rooms and pantries are tidy and presentable.
• Manage conference room bookings; tidy conference room between meetings.
• Manage wellness room bookings.
• Order and keep inventory of all supplies for main offices.
• Review, monitor and negotiate pricing of office supplies.
• Receive and distribute all incoming mail and packages; coordinate with 42-06.
• Log all incoming FedEx, ups, DHL, and shipped packages prior to distribution; bring packages to courier facilities as needed.
• Maintain postage and meter and order postage and supplies.
• Coordinate and manage catering for lunches, meetings, celebrations, bagels, etc.
• Prepare all overnight packages and coordinate messenger service.
• Replenish supplies in all communal areas such as breakrooms and restrooms.
• Maintain printers and copiers throughout office; paper restock, arrange for service.
• Assist with document control, copy, fax and scan.
• Manage vendor contracts including postage, water machines, shredding, and coffee machines – schedule maintenance and service.
• Other duties as assigned.

Qualifications

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

Salary Range

$25.64 - 30.78/ hr

Benefits

• Health benefits package including medical, dental & vision plans
• Financial wellness perks to set you up for success - such as 401(k), FSA & HSA, employer-paid life insurance (basic- with option to purchase more); paid leave & disability programs.
• Pet insurance for our furry family
• Mental health resources, such as counseling, are available to our team members
• Time off- Paid Vacation time, Paid Holidays, Paid Sick days
• Employee Referral Program
• Tuition & certification Reimbursement
• Hybrid work schedule with 4 days in office and 1 day remote (subject to your work location and role).

Our Companies

Since 1979, The Douglaston Companies have been at the forefront of building some of the most exciting, transformative projects in New York City and beyond. Comprised of three vertically integrated companies, The Douglaston Companies lead projects through the complete lifecycle, from development to construction, and property management. Together, the companies have brought more than 15,000 apartments to fruition and completed more than $4 Billion of development. Throughout every project we build and manage, The Douglaston Companies remain committed to founder Jeffrey Levine’s original vision: to revitalize and grow neighborhoods one building, one block, one community at a time.

Douglaston Development: The driving force of our organization, Douglaston Development spearheads property acquisition and development strategies, while fostering relationships with stakeholders and working closely with communities to develop best-in-class properties.

Levine Builders: Our construction management arm leads everything from pre-construction and construction management to final commissioning and close out, bringing the company's projects to fruition.

Clinton Management: Clinton oversees our diverse portfolio of moderate-income housing, luxury apartments, commercial, and retail properties.

Equal Opportunity Employer

The Douglaston Companies is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, gender, gender identity or expression, sexual orientation, genetic information, national origin, ancestry, medical condition, disability, marital status, caregiver status, pregnancy, citizenship, age, military or veteran status, or other applicable legally protected characteristics.

Inclusive Equal Opportunity Employer

The Douglaston Companies is proud to be an inclusive Equal Opportunity Employer, committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination based on any legally protected status or protected characteristic, including, but not limited to an individuals sex, race, color, ethnicity, ancestry, national origin, age, religion, gender identity or expression, sexual orientation, genetic information, medical condition, disability, marital status, caregiver status, pregnancy, citizenship, military or veteran status.