Receptionist / Office Manager

The Moinian Group

The Moinian Group is one of the largest privately held real estate investment companies in the world, pioneering in the development of state-of-the-art, visually distinguished properties.

Bring your passion for service, office management and hospitality to life as the Receptionist / Office Manager at our high-end and luxurious Headquarters at 3 Columbus Circle. This highly visible and critical to the office operation position, serves as the liaison between the various departments, vendors, property teams and ownership to deliver an upscale and highly efficient experience to internal and external stakeholders.

The successful Receptionist / Office Manager is responsible to greet visitors and vendors, coordinate meetings, internal and external, answer and handle incoming calls, and be the primary contact and liaison for all office functions, always delivering a high-touch service experience.

Job Duties and Responsibilities

• Greet visitors always delivering a hospitable and upscale experience
• Coordinate, organize and manage catering for lunch and coffee meetings/events
• Provide general administrative support to the executive team and employees
• Organize and schedule meetings and appointments
• Answer and effectively and route all incoming calls.
• Responsible for maintaining contact lists and staff lists, corporate and property, current and accurate.
• Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
• Create presentations as needed
• Schedule travel, accommodations, reservations and transportation for executives and guests
• Participate actively in the planning and execution of company or property events as needed.
• Manage conference room reservations ensuring all common spaces, conference rooms and offices are neat, organized, clean and orderly.
• Monitor, order, maintain and organize all kitchen and office supplies
• Point person for incoming packages, deliveries, mailing, shipping and supplies
• Responsible to pick-up, drop-off, prepare postage/labels and coordinate courier services.
• Partner with HR to support and assist in maintaining office policies as necessary
• Coordinate with IT department on all office equipment, and AV needs.
• Partners with Property Manager and building maintenance to ensure office equipment, AV, and all mechanical functions properly and optimally.
• Assist in problem solving associated with all building services including- janitorial, mailroom, copier services, parking, badging, and conference rooms.

Position Requirements - Preferred

• 1-5 years of experience in high-traffic, luxury, professional services or hospitality industries preferred.
• Prior experience as a Front Office Manager or Office Administrator at a busy, executive office a plus
• Hospitality, multi-family office management or retail experience a plus
• Experience at a high-traffic call center or managing a busy office preferred
• Exceptional customer service and communication skills, verbal and written
• Strong organizational skills
• Ability to remain calm and thrive under pressure in a fast-paced environment
• Creative and resourceful
• Sharp eye for detail and a relentless pursue for excellence
• Strong multi-tasking skills
• Advanced, hands-on MS Office skills (emphasis on Word/Excel)
• Hands-on approach to project management and office tasks
• Self-starter, independent thinker, motivated and efficient
• High-end professional presentation and attire