Office Administrator - New York Buying office

Bealls•New York, NY

7d•Onsite

About The Position

The Office Administrator serves as the central operational resource for the New York Buying Office, providing office administration, reception services, office management, and merchandising support. This role acts as a communication liaison between the New York Buying Office and the Florida Home Office, coordinating office communications, meetings, and expense reporting. The administrator also supports onboarding activities and office setup for new associates. Additionally, they oversee daily operations to maintain an efficient and productive office environment, managing office supplies, inventory, purchasing, and workplace resources, as well as coordinating facility maintenance and repairs. A key part of the role involves merchandising support, including managing product samples, creating and maintaining purchase orders, supporting item setup and maintenance, and monitoring order status.

Requirements

3+ years of experience in office administration, executive support, merchandising support, buying office operations, or a related business environment
Excellent communication, interpersonal, and relationship-building skills
Proficiency with Microsoft Office applications including Excel, Word, Outlook, PowerPoint, and Teams

Nice To Haves

Experience in retail, merchandising, buying office, or fashion industry environments
Project coordination or office management experience

Responsibilities

Provide on-site reception coverage and serve as the first point of contact for visitors, vendors, associates, and business partners
Manage reception operations including visitor inquiries, mail distribution, package handling, and shipping coordination
Schedule and coordinate vendor meeting rooms and ensure conference spaces are visitor-ready
Serve as a communication liaison between the New York Buying Office and the Florida Home Office
Coordinate office communications, meetings, and expense reporting
Support onboarding activities, office setup, and training coordination for new associates
Oversee daily operations to maintain an efficient, professional, and productive office environment
Manage office supplies, inventory, purchasing, and workplace resources
Coordinate facility maintenance, repairs, and service vendor relationships
Manage product samples
Create, maintain, and update purchase orders accurately and timely
Support item setup, maintenance, pricing updates, and product data integrity
Monitor order status and proactively address discrepancies, delays, and system issues