Office Admin & Receptionist

About the company

Interior Marketing Group

Design · 51 to 200 employees

What you'll do

• Keep the office running and presentation-ready, including supplies, pantry, office equipment, and general upkeep, so the space consistently reflects IMG brand standards
• Manage visitor, vendor, and employee building access through the building management system (PRISM) and serve as the day-to-day liaison with building management on maintenance and service requests
• Schedule, receive, and track deliveries, couriers, and pickups, coordinating timing with building management and adjusting your hours when a delivery window requires it
• Coordinate office vendors such as cleaning, maintenance, and equipment service; track service issues and route invoices to Accounting
• Book and set up conference rooms for on-site meetings, and support leadership when they are working from the NYC office by preparing rooms, materials, and guest hospitality
• Support events held at the office, including setup, catering coordination, guest check-in, and breakdown
• Partner with HR on new-hire logistics, such as preparing workspaces, arranging building access, and helping new team members feel welcome on Day 1
• Handle incoming and outgoing mail and packages, and keep office files, shared folders, and contact lists organized and current in Google Workspace
• Greet clients, brokers, vendors, and guests with warmth and professionalism, and manage visitor check-in
• Answer the main office line and general inbox, and route calls, messages, and requests to the appropriate team member

What you need

• Prior experience is not required. Experience in any customer-facing setting (front desk, retail, hospitality, or a campus job) is a plus
• Reliable, punctual, and available to work on-site at our Midtown Manhattan office Monday through Friday during daytime hours, with flexibility to adjust occasionally for deliveries
• Working knowledge of Google Workspace (Gmail, Calendar, Drive, Sheets)
• Clear, courteous communication in person, by phone, and in writing
• Strong organization and follow-through, with the ability to manage several requests at once
• Discretion and good judgment when handling confidential information
• Ability to lift and carry packages and supplies up to [30] lbs

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