Receptionist

WhiteCap Search; Greenwich (CT); On-site; USD 30,000 - 41,000; Full time

Job summary

WhiteCap Search is seeking an organized office administrator to provide essential operational and administrative support in a dynamic, fast-paced environment. The role emphasizes managing access, inventory, vendor coordination, and SharePoint documentation, while ensuring smooth onboarding and offboarding processes.

The ideal candidate has 2.5–3 years of Reception/Office coordination experience and strong MS Office and SharePoint skills.

Qualifications

• 2.5–3 years of Reception/Office coordination experience in professional settings.
• Proficiency with Microsoft Office Suite and SharePoint.
• Experience supporting office operations, facilities, reception or workplace services preferred.

Responsibilities

• Oversee office operations: access cards, inventory, vendor coordination, and record maintenance.
• Support onboarding and offboarding; coordinate IT readiness and workspace setup.
• Provide backup admin support; assist with expenses, invoicing, and projects.
• Act as hub for day-to-day functions in a high-volume, fast-paced environment.

Skills

Office coordination

MS Office

Tools

SharePoint

Job description

The successful candidate will join Whitecap Search as a key member of the team, providing essential operational and administrative support in a dynamic and fast-paced environment. This role requires a poised individual who can manage multiple tasks efficiently while maintaining a positive, solutions-oriented mindset. The candidate will be instrumental in ensuring smooth office operations and will contribute significantly to the onboarding and offboarding processes.

Responsibilities

The successful candidate will join Whitecap Search as a key member of the team, providing essential operational and administrative support in a dynamic and fast-paced environment. This role requires a poised individual who can manage multiple tasks efficiently while maintaining a positive, solutions-oriented mindset. The candidate will be instrumental in ensuring smooth office operations and will contribute significantly to the onboarding and offboarding processes.

• Office Operations
  • Manage employee access cards, including issuance, tracking, activation/deactivation, and record maintenance.
  • Coordinate office supply ordering twice weekly, monitor inventory levels, and reconcile related receipts and expenses.
  • Track office inventory, including general office supplies and company-issued equipment.
  • Schedule and coordinate vendors for office maintenance and repair needs.
  • Maintain SharePoint documents and ensure operational resources remain current and organized.
  • Track open facilities and operational tickets, following up to ensure timely resolution.
  • Prepare team meeting agendas and document action items and follow-ups.
• Employee Onboarding & Offboarding
  • Coordinate all Day One onboarding logistics for new hires.
  • Partner with IT to ensure technology and workspace readiness.
  • Prepare welcome information and onboarding materials.
  • Set up lunch platform accounts, FedEx accounts for administrative hires, and Amazon accounts for Facilities Management and IT employees.
  • Coordinate offboarding activities, including access removal and equipment tracking.
• Administrative Support
  • Provide backup administrative support to senior executive assistants as needed.
  • Assist with expense submissions, invoice processing, large mailings, and other administrative projects.
  • Support special projects and operational initiatives across the team.
  • This is a high-volume, highly visible position that serves as the operational hub for many day-to-day office functions.
  • The workload is intentionally uneven throughout the week:
    • Monday through Wednesday: Expect a very full workload requiring excellent prioritization, flexibility, and the ability to manage multiple competing requests simultaneously.
    • Thursday through Friday: Workload typically shifts to allow for follow-up, project work, planning, and preparation for the following week.
  • The ideal candidate enjoys staying busy, embraces changing priorities, and can maintain composure while delivering outstanding service in a dynamic environment.

Requirements

• 2.5-3 years of Reception/Office coordination experience coming from Investment Management, Bank, or a professional environment.
• Proficiency with Microsoft Office Suite and SharePoint.
• Experience supporting office operations, facilities, reception, executive administration, or workplace services preferred.
  

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.