Office Coordinator - Fine Fragrance

Mane USA•New York, NY

21h•Onsite

About The Position

MANE is seeking an experienced Office Coordinator for its Fine Fragrance NYC location. This role is responsible for managing the smooth running of the office by performing administrative tasks at the front desk to support the business location. The coordinator will receive and greet visitors, accept packages and notify recipients, direct phone inquiries, and interact positively and professionally as a representative and first point-of-contact. Additionally, the role involves performing various administrative activities to ensure the smooth operation of the office.

Requirements

3+ Years Administrative and Project Management Experience
Excellent written and verbal communication skills
Microsoft Office applications
Advanced organization skills
Able to multitask, prioritize, organize and follow through
Excellent telephone etiquette with the ability to communicate with internal and external customers at any level within the organization.
Ability to adapt to a fast-paced environment and remain flexible to change with minimal supervision required.
Candidate must be customer focused and a team player

Nice To Haves

College Degree preferred

Responsibilities

Based at Front Desk to answer main line, greet guests, offer refreshments, alert host of their arrival.
Ensure the Team has rooms booked & prepped for internal & external meetings, including catering coordination.
Maintain common office areas to be client ready and to maintain office aesthetic.
Refill and maintain all office supplies.
Service each catering area, the canteen on Fl 28 and the café on Fl 19, including filling & unloading dishwashers.
Work with VP on event planning & budgeting for industry organization events, booking events as requested, ensuring all deliverables are executed.
Coordinate each department’s schedules to ensure adequate office coverage for each of the main functions of sales, evaluation, marketing and perfumery.
Maintain office hybrid work from home schedule in shared calendar.
Be the main point of contact for Condeco hoteling software.
Main contact for building management and facilities requests.
Helping VP to manage open office upkeep and maintaining disciplined approach to hoteling and open office areas.
Assists logistics in ensuring that client and internal samples are shipped and delivered.
Supports the MANE USA values and quality policy (is aware and complies with departmental documents such as ISO procedures manual).
Handle special tasks and projects as requested to meet company objectives.
Consistent with MANE’s environmental commitments, every employee shall actively participate in relevant education/training based upon corporate and local environmental objectives. Where these objectives are relevant to job-related and job-specific roles and responsibilities, each employee shall adhere to applicable environmental policies and procedures, as well as act on best practices.