Administrative Assistant

As the Receptionist, you will be the first point of contact for employees, clients, and visitors, ensuring smooth day-to-day operations in the Hoboken office. Your responsibilities will include:

• Front Desk & Visitor Management:
• Maintain the reception area and all common areas in a clean and tidy manner
• Answering and directing calls professionally.

• Monitor and manage visitor access to the premises, ensuring all guests are properly signed in and out
• Ensure office security by following safety procedures and controlling access via the reception desk.

• Meeting Room & Event Coordination:
• Booking and monitoring internal and client meeting rooms.
• Prepare the Conference Room/Training Room/Cafeteria/Meeting areas in the layout requested for internal and external meetings.

• Ensure drinks and snacks are laid out for meetings when requested, and food deliveries are set out on arrival.

• Assisting with office events and social committee activities.
• Mail & Courier Services:
• Handling incoming mail distribution.
• Arranging daily couriers to internal and international shipments via DHL.
• Office & Facilities Support:
• Managing Cleaning Operatives and ensuring completion of daily checklists.
• Ordering of all office supplies, snacks, beverages within budget, plus invoicing.  
• Logging and tracking facilities-related expenses and admin spreadsheets.
• Raising and tracking internal purchase orders (POs).
• Logging helpdesk tickets for maintenance requests (e.g., air conditioning, doors, lifts).
• Administrative & Team Support:

• New Hires onboarding: prepare desk, badge, liaise with IT to place necessary equipment / accessories, walkthrough of the office.

• Assisting the Hoboken Office Manager with leaver equipment returns.
• Supporting the Facilities Manager with various tasks as needed.
• Assisting departments with administrative tasks upon Office Manager approval.

• Monitor and restock office snacks, beverages, and kitchen supplies as needed
• Ensure coffee machines, kettles, and other kitchen equipment are clean, functional, and well-stocked with necessary supplies (e.g., coffee pods, filters, sugar, creamer)
• Report any maintenance issues with kitchen appliances to the appropriate department
• Maintain cleanliness and organization of the kitchen and pantry areas
• Coordinate with vendors or office management for replenishment of supplies

We are looking for a dynamic, highly organized professional who thrives in a fast-paced corporate environment. The ideal candidate will have:

• Corporate Reception Experience: Previous experience in a front-of-house role within a corporate setting.
• Strong Interpersonal Skills: A friendly, open, and approachable manner with excellent communication skills. Ability to handle sensitive information with discretion.
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• Technical Proficiency: Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Professionalism & Initiative: A polished appearance, professional attitude, and the ability to remain proactive and resourceful in problem-solving.
• Organizational Skills: The ability to multitask, prioritize effectively, and work well under pressure.
• Team Spirit: A collaborative mindset with a “can-do” attitude and willingness to support colleagues.
• Flexibility & Business Awareness: An understanding of company objectives and the ability to adapt as needed.

Join us and play a key role in ensuring the seamless operation of our Hoboken office!