Administrative Assistant

NICE•Hoboken, NJ

34d•Onsite

About The Position

At NiCE, we don’t limit our challenges. We challenge our limits. Always. We’re ambitious. We’re game changers. And we play to win. We set the highest standards and execute beyond them. And if you’re like us, we can offer you the ultimate career opportunity that will light a fire within you. Receptionist – Hoboken How Will You Make an Impact? 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.

Requirements

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.
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.

Responsibilities

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.
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.
Handling incoming mail distribution.
Arranging daily couriers to internal and international shipments via DHL.
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).
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