Office Administrator

Gracious Hospitality Management•New York, NY

21d•Onsite

About The Position

The Office Administrator is responsible for maintaining a clean, organized, and meeting ready environment throughout the day. This role ensures that the corporate workspace reflects the company's standards of excellence, professionalism, and gracious hospitality. The ideal candidate takes pride in details, anticipates needs before they arise, and understands that a well-maintained office directly impacts team productivity and morale. This role will also be assigned ad hoc projects as needed, serving as a general point of support for the broader team.

Requirements

Highly organized with strong attention to detail.
Self-starter with the ability to work independently and prioritize tasks.
Strong sense of ownership and accountability.
Professional demeanor with a service-oriented mindset.
Ability to lift up to 25 lbs and be on feet for extended periods.
Must be reachable by email and able to communicate via phone as well.
Availability to support urgent matters on nights and weekends, as needed.
Working knowledge of commonly utilized office equipment and practices (printers, copiers, scanners, fax machines, calendar invites, call forwarding, etc.).
Ability to perform job duties and responsibilities well, adapt, and maintain professionalism, composure, and sound judgment under pressure in a fast-paced, often changing, and at times stressful environment.
Ability to maintain strict confidentiality of company data and exercise discretion.
Ability to work on-site at GHM head office (35 E 19th Street, New York, NY 10003).
Proficiency with Adobe Acrobat.
Proficiency in appointment scheduling software.
Excellent editing and proofreading skills.
A pleasant attitude and ability to exercise tact, courtesy, ethics, and maintain positive working relationships in all interactions.

Responsibilities

Maintain cleanliness and order in all common areas including kitchen, conference rooms, restrooms, copy areas, and shared workspaces.
Reset and refresh meeting rooms throughout the day (wipe surfaces, organize chairs, remove trash, restock materials).
Monitor and replenish office supplies, paper goods, and pantry items as needed.
Ensure kitchen areas are clean, dishes are managed, and appliances are wiped down regularly.
Take out trash and recycling as needed throughout the day.
Conduct periodic walkthroughs to proactively identify areas needing attention.
Coordinate with building management and cleaning vendors for deep cleaning or maintenance needs.
Receive and distribute mail and packages.
Maintain office security: changing codes, security cameras, etc.
Manage inventory and ordering for office supplies, including but not limited to (healthy) snacks, coffee, tea, glassware, note pads, desk supplies, printer ink, etc.
Repairs and general upkeep of facilities & tracking progress, including monitoring AC/Heating and HVAC systems, assistance with upgrades and renovations, managing cleaning service, etc.
Assist with vendor deliveries and supply organization.
Support setup and breakdown for team meetings, training, and events.
Maintain storage areas in an orderly and accessible manner.
Submit maintenance requests and track completion.
Log all transactions into Ramp.
Maintain and update Office Manual.
Support People & Culture or Operations with internal initiatives when needed.
Help coordinate small in-office celebrations or team moments.
Own ad hoc projects as assigned, acting as a general support resource for the team across departments as needs arise.
Perform administrative tasks including, but not limited to: Prepare conference rooms for meetings, Draft letters, emails, thank you notes, etc., Receive deliveries and shipping, tracking, managing, executing, etc., Oversee office gifting needs: ordering supplies and associated shipping.