Office Administrator/Receptionist

Bilotta Kitchens is seeking a polished, highly organized Receptionist / Office Administrator to be based full-time in our Mamaroneck, NY showroom. This individual will serve as the first point of contact for all clients, designers, architects, vendors, and visitors-both in person and by phone.

Professionalism, poise, and attention to detail are critical. This role plays a central part in maintaining the luxury showroom environment while also partnering closely with our design staff to prepare, review, distribute, and track all customer contracts and documentation with precision and timeliness.

Key Responsibilities:

Front Desk/Client Experience:

· Serve as the primary receptionist for all showrooms (Mamaroneck, Mount Kisco, NYC and Greenwich), answer and direct incoming calls and manage general voicemail box.

· Greeting all Mamaroneck showroom visitors warmly and professionally, check in/track all showroom walk in traffic using our Ipad system; introduce designers as needed.

· Offer refreshments and ensure a welcoming, hospitality-driven experience.

· Maintain daily showroom opening and closing standards daily: lights, displays, samples, coffee station, supplies, printers, plant care, and overall presentation.

Administrative/Showroom Operations:

· Create and manage monthly floor schedules for designers across showrooms using Outlook calendars.

· Coordinate calendars, meetings, training, vendor presentations, and showroom events (including catering for company and marketing events when needed).

· Ensure Design Studio in Mamaroneck is organized daily, all new door and finish samples labeled and stored accordingly.

· Order and maintain inventory of office supplies, marketing materials (business cards, brochures, bags), and refreshments.

· Coordinate vendor and service scheduling and communications (utilities, internet, maintenance providers) for Bilotta Kitchens Showrooms and Company owned properties.

· Coordinate deliveries (UPS, USPS) and interoffice paperwork transfers.

· Manage parking logistics, including Spot Hero coordination.

· Liaison w/NYC A&D Building Management Team

· Support marketing events, including occasional after-hours assistance.

Designer/Contract Administration:

· Prepare and manage all designer paperwork including retainers, proposals, purchase agreements, contracts, and change orders.

· Review all documentation carefully for completeness and accuracy before distribution.

· Send contracts and related documents via DocuSign, ensuring correct versions are executed.

· Track executed and pending documents; follow up to ensure timely client and designer signatures.

· Maintain organized digital filing systems, including Accounting Paperwork Scan Files and job folders.

· Notify designers promptly if documentation is incomplete or requires additional signatures.

· Serve as backup to other showroom administrator’s responsibilities when needed.

Accounting/Internal Coordination:

· Maintain and update showroom floor schedule calendars.

· Track designer floor attendance and communicate with accounting for monthly reconciliation.

· Assist with various ad hoc administrative projects as needed.

· Create a process/calendar to manage flow of incoming drafting job requests from designers to the drafting department

Qualifications:

· 3 years of experience in reception, showroom administration, office support, or related field preferred.

· Experience in interior design, architecture, construction, or luxury retail environments is a plus.

· Demonstrated ability to serve as a polished and professional first point of contact for clients, designers, and architects.

· Exceptional attention to detail, particularly in reviewing contracts and customer documentation.

· Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.

· Excellent verbal and written communication skills. Tech savvy.

· Proficiency in Microsoft Office (Word, Excel, Outlook) and DocuSign required.

· Experience with Microsoft Teams, Zoom and CRM software (e.g., Monday.com) is a plus.

· Professional demeanor, discretion, and a strong sense of accountability.

What we Offer:

· Full-time position in a beautiful luxury showroom environment.

· Collaborative, team-oriented culture.

· Benefits include medical, dental, vision and 401(k), paid time off and holidays

· Competitive compensation based on experience.

Bilotta Kitchens is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and welcome applicants of all backgrounds.