TTP Facilities Coordinator

Glocap; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

An investment management firm in New York is seeking a reliable Receptionist/Facilities Coordinator to work onsite. The role includes responsibilities such as managing reception activities, overseeing conference rooms, and ensuring a high level of hospitality for guests. Preferred candidates will have 1-3+ years in office environments and a BA/BS degree. Proficiency in Microsoft Office is essential.

Qualifications

• 1-3+ years working in an office environment, preferably at a front desk or within a facilities department.
• Solid written and verbal communication skills.

Responsibilities

• Answer and provide appropriate actions to phone calls received at reception.
• Greet & seat all guests.
• Schedule and organize onsite office events.
• Manage all Food & Beverage financials & budgeting.
• Partner with onsite porter to maintain inventory of consumables.

Skills

Excellent communication

Problem-solving

Microsoft Office proficiency

Teamwork

Education

BA/BS degree preferred

Job description

Overview

This range is provided by Glocap. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$65,000.00/yr - $75,000.00/yr

COMPANY: Investment Management Firm

LOCATION: New York, NY (In office Monday-Friday)

HOURS: 8:00AM - 5:00PM

COMPENSATION: $65-75K DOE (will receive hourly equivalent while temping)

BACHELOR’S DEGREE: Preferred

Our client, an investment management firm, is seeking a reliable, proactive, and personable Receptionist/Facilities Coordinator to work onsite (8am-5pm Monday to Friday) in their NYC office. As a part of the Workplace Services team, this individual will collaborate with teammates and admins to ensure full office coverage and the highest level of hospitality to guests and employees. While also contributing to all areas of Workplace Services, this individual will directly oversee the following Workplace programs:

Reception & Office Experience

• Answer and provide appropriate actions to phone calls received at reception
• Oversee conference room calendars and address any questions/issues that may arise with them (partner with IT where necessary)
• Provide porter with conference room schedule each workday
• Greet & seat all guests
• Send out conference room schedules to the admin team at the start and end of each workday
• Add guests & vendors to security lists upon request
• Partner with onsite porter to maintain inventory of all experience related consumables and inventory
• Oversee plant and flower vendors
• Manage office music and common space television(s)
• Schedule and organize onsite office events, celebrations, and popups
• Create and/or maintain all Reception & Office Experience playbooks and documents
• Source and/or oversee all Reception & Office Experience contractors/vendors
• Manage all Reception & Office Experience financials & budgeting
• Oversee communications, coordination, and ordering of lunch orders
• While partnering with the porter, oversee receiving, setting up, and taking down daily food orders
• Partner with Sanitation & Waste lead on F&B related cleaning needs and workflows
• Partner with onsite porter to maintain and manage cutlery, snack, beverage, and coffee inventory & presentation
• Source and oversee all Food & Beverage contractors/vendors
• Create and/or maintain all Food & Beverage playbooks and documents
• Manage all Food & Beverage financials & budgeting

Shipping & Receiving

• Partner with onsite porter to receive and distribute incoming mail
• Ensure that all outgoing mail is delivered to the appropriate carrier and/or messenger for delivery
• Track all incoming and outgoing packages, as needed
• Scan finance related mail to finance team every Thursday
• Partner with onsite porter to maintain shipping and receiving inventory and office/printer station stationary equipment & supplies
• Oversee and maintain all Shipping & Receiving vendors and corporate accounts
• Create and/or maintain all Shipping & Receiving playbooks and documents
• Manage all Shipping & Receiving financials & budgeting

Requirements

• BA/BS degree preferred but not required
• 1-3+ years working in an office environment, preferably at a front desk or within a facilities department
• Proficiency in Microsoft Office
• Excellent communication and problem-solving abilities
• Solid written and verbal communication skills
• Demonstrated ability to work effectively as part of a team