POSITION: Showroom and Office Coordinator DEPARTMENT: Human Resources

MANAGER: Dual reporting to HR Project Manager and Office Manager

WORK ARRANGEMENT: In-office 5 days/week

HOURS/STATUS: Full-Time/Non-Exempt

LOCATION: New York, NY

RESPONSIBLITIES

• Partner with Office Manager and building management as needed to ensure security and safety of the New York office space and employees.

• Greet, welcome, and direct guests and visiting employees upon their arrival to the New York office, providing a refined hospitality experience and general guest support. Communicate guest arrival to appropriate parties.

• Pre-register names for guests and visiting employees to the building security platform to allow entry to the building. Arrange and track temporary ID cards for visiting employees.

• Maintain coverage of reception area, ensuring space is neat and presentable for guest arrivals.

• Manage showroom and conference room reservations, monitoring spaces daily to ensure preparedness and timeliness of room setups in advance of room usage.

• Partner with Office Manager to coordinate space planning and logistics related to showroom meetings and events, including coordination with internal departments, IT, building security, and janitorial staff. Provide support to internal departments for showroom meetings and events as needed.

• Receive, process, and distribute incoming mail and packages, track outgoing and deliveries, and manage messenger pickups and deliveries, as well as the FedEx, UPS, and DHL accounts.

• Coordinate and participate in storage and warehouse activities to meet the needs of the showroom, inclusive of physical inventory, packing and unpacking boxes, and break down of packing materials.

• Order office and kitchen supplies, maintain inventory and manage supply requests.

• Maintain updated records of office expenses and costs.

• Works closely with the Human Resources team to plan and execute new hire and intern onboarding events and activities, including breakfasts and luncheons.

• Coordinate with Human Resources and IT on onboarding and offboarding activities: creation and deactivation of ID cards, update seating charts and contact lists, and maintain accurate listing of security access.

• Provide support and assistance on HR projects and presentations per request of Executive Assistant/HR Project Manager and HR Director.

• Perform clerical receptionist duties such as answering and screening incoming phone calls, filing and photocopying.

• Provides coverage for Office Manager and ad hoc support for other projects and departments as assigned.

QUALIFICATIONS

• A minimum of 2 years as an Office Services Coordinator or Administrative Assistant. Experience with showroom coordination for a wholesale team strongly preferred.

• Prior experience working directly with VIPs strongly preferred.

• Prior experience in facilities coordination within a full-service building environment, including work with building security, building management and facilities management.

• Must have excellent verbal, written and interpersonal communication skills and ability to interact with all levels of internal management.

• Must have discretion and act with integrity and sensitivity with private information.

• Must be service-oriented, organized, and have a problem-solving initiative and approach.

• Proficient with Microsoft Outlook and Microsoft Suite.

• Must be able to work in NYC office 5 days a week. A flexible schedule is required, including nights and weekends.

• Must have the ability to walk, stand, bend, reach and squat for prolonged periods, and to move, lift and carry up to 30 pounds.