Office Coordinator

Transition Management Corp.; New York (NY); On-site; USD 39,000 - 41,000; Full time

Job summary

Transition Management Corporation seeks an Office Coordinator (Receptionist/Hospitality Coordinator) in New York, NY. The role combines front-desk duties with hospitality, serving a financial services client base and coordinating with a team of 10–14 colleagues.

It is a temp-to-perm opportunity with shifts across early morning to early evening. The ideal candidate has 1–3 years of admin experience, a Bachelor's degree, strong communication, and a proactive, team-oriented approach to support

Qualifications

• 1–3 years of relevant administrative, hospitality, or corporate experience.
• Bachelor's degree.
• Experience working in a team-based environment.
• Ability to work between multiple neighboring buildings as directed by the supervisor.
• Flexibility to provide coverage outside scheduled hours and shifts, and to work in a secondary office location on campus.
• Experience working in an office setting with standard office technology and procedures.
• Strong communication and interpersonal skills.
• Ability to multitask, prioritize, and adapt quickly in a fast-paced role.
• Exemplary spelling, grammar, and tone in written communication.
• Professional and polite demeanor with initiative to work independently.

Responsibilities

• Serve as a point of contact for all employees and escalate requests as needed.
• Provide courteous reception and hospitality to guests.
• Support onboarding tasks and prepare materials for New Hires.
• Collaborate with a team of receptionists and coordinators.
• Handle telephone coverage and transfer requests.
• Assist with events, catering orders, and conference room maintenance.
• Maintain logs, trackers, and office logs for assets and spaces.
• Ensure cleanliness and proper arrangement of office spaces and amenities.
• Escort visitors to conference rooms and document maintenance requests.

Skills

Administrative experience

Team-based environment

Multitasking

Communication skills

Problem-solving

Detail-oriented

Office technology

Education

Bachelor's degree

Job description

Our Company

Transition Management Corporation (TMC) provides industry-leading engineering staffing, integrated facilities, and project management services at many of the finest hotels and companies across the US. Since its inception in 2004, TMC has provided these services at landmark locations including Point72 Asset Management, The Baccarat Hotel and Residencies, The Aman New York, 1 Hotels, and Auberge Resorts.

Our Company

Transition Management Corporation (TMC) provides industry-leading engineering staffing, integrated facilities, and project management services at many of the finest hotels and companies across the US. Since its inception in 2004, TMC has provided these services at landmark locations including Point72 Asset Management, The Baccarat Hotel and Residencies, The Aman New York, 1 Hotels, and Auberge Resorts.

About the Role

Position: Office Coordinator - This role is referred to internally as "Receptionist/Hospitality Coordinator"

Department: Facilities

FLSA Status: Non- Exempt.

Work Location: New York, NY

Shifts: 7:00 AM-4:00 PM; 8:00 AM-5:00 PM; 8:30 AM-5:30 PM; 9:00 AM-6:00 PM

• Note that this is a temp-to-perm position, with the anticipated temp period lasting approximately 3 months

Position Overview

The Office Coordinator, referred to internally as the Receptionist/Hospitality Coordinator, upholds our mission of providing a premier workplace environment by delivering exceptional customer service to the client’s large, financial services community. This role serves in the dual capacity of reception and hospitality; responsibilities and duties are subject to change as business and client needs dictate.

Key Responsibilities

• Serve as a point of contact for all employees within the firm, escalating special requests or concerns to the appropriate party
• Respond to all inquiries in a polite and timely manner
• Register, welcome, and assist guests in a friendly and professional manner
• Effectively collaborate with a team of 10-14 receptionists and hospitality coordinators
• Provide telephone coverage for general inquiries, transfer requests, etc.
• Activate employee ID badges and troubleshoot when issues arise
• Assist the Onboarding Specialist with tasks to prepare for New Hires (i.e., preparing necessary onboarding materials and company merchandise)
• Develop and maintain business relationships and interact with a diverse variety of high-profile individuals and all levels of management
• Assist with catering orders as needed and monitor conference rooms for leftover food to be cleared
• Develop a strong proficiency with the office layout and company operations
• Miscellaneous administrative duties, including actively updating logs and trackers
• Perform inspections of office amenities, conference rooms and shared spaces to ensure cleanliness, tidiness, and proper arrangement
• Escort visitors to conference rooms
• Document and communicate maintenance and repair requests to appropriate parties
• Complete projects and assignments related to facilities, including administration, mail room, event support, data tracking and reporting
• Ad-hoc duties including inventory management, shipping and receiving, office move logistics, and workplace management tasks
• In all responsibilities and interactions, serve as a public-facing representative of the firm

Required Qualifications

• 1-3 years of relevant administrative, hospitality, or corporate experience
• Bachelor's degree
• Experience working in a team-based environment
• Ability to work between multiple neighboring buildings as directed by the supervisor
• Flexibility to provide coverage and support outside of scheduled hours and shifts, and flexibility to work in a secondary office location within the main campus.
• Experience working in an office setting with general knowledge of standard office technology and procedures
• Strong communication and interpersonal skills
• Ability to multitask, prioritize, and adapt quickly in a fast-paced, detail-oriented role
• Exemplary spelling, grammar, and tone in both verbal and written communication
• Excellent troubleshooting skills using critical thinking and available resources
• Resourceful and proactive approach to problem-solving
• Professional and polite demeanor and presentation
• Ability to take initiative and work independently while simultaneously monitoring team needs
• Ability to adhere to and uphold confidentiality and compliance practices

***Transition Management is an equal opportunity employer. Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law.***

Hourly rate$28—$30 USD