Receptionist & Administrative Coordinator

American Exchange Group • New York, NY

1d • Onsite

About The Position

American Exchange Group is an industry leader in fashion accessory products and brand management. By facilitating distribution to major retailers internationally for their globally recognized brands, custom private label brands, and exclusive licensed brands—including footwear, tech wearables, watches, jewelry, handbags, fashion accessories, home, and beauty—American Exchange Group raises the bar by disrupting the status quo with value and quality, while staying at the forefront of trends.

This role is 5 days a week onsite at our NYC Headquarters. Hours: 8:45am - 5:45pm.

We are seeking a highly organized, detail-oriented Receptionist & Administrative Coordinator to support a fast-paced fashion office. This role serves as the first point of contact for the office while owning critical day-to-day coordination of calendars, scheduling, and office operations. The ideal candidate is highly responsive, thrives in a high-volume environment, and can manage multiple scheduling priorities while ensuring smooth visitor access and facility requests.

Requirements

• 1–3 years of experience in a receptionist, administrative, or office coordination role, preferably in a fast-paced retail, wholesale, or fashion environment
• Strong calendar management and scheduling experience in a high-volume setting
• Highly organized with strong attention to detail and ability to manage competing priorities
• Clear, professional communication skills (in person, phone, and email)
• Proficiency in Microsoft Outlook (calendar management), Excel, and general office systems
• Comfortable handling repetitive, process-driven tasks with accuracy and speed
• Team-oriented with a proactive, “own it” mindset

Nice To Haves

• Experience working with visitor management systems and/or building portals is a plus
• Someone who thrives on keeping schedules, people, and logistics running seamlessly
• Highly responsive and proactive—anticipates scheduling needs and resolves conflicts quickly
• Comfortable managing structured processes (visitor logs, work orders) with precision
• Positive, dependable, and solutions-oriented in a deadline-driven environment

Responsibilities

• Serve as the primary point of contact for incoming calls, visitors, and office inquiries
• Own conference room calendars and scheduling across teams; manage conflicts and ensure efficient use of space
• Coordinate internal and external meetings, including scheduling, confirmations, and logistics
• Manage visitor registration through building portals; ensure all guests are properly registered and compliant with building policies
• Greet and direct visitors, vendors, and partners while maintaining a professional front-of-house experience
• Receive, sort, and distribute mail, packages, and samples daily
• Maintain a clean, organized, and functional reception area
• Provide calendar management support for team leaders as needed, including scheduling, rescheduling, and prioritization
• Proactively coordinate meeting logistics across Sales, Production, and Merchandising teams
• Prepare basic reports, spreadsheets, and documents as needed
• Support data entry, order tracking, and general administrative tasks
• Submit and manage building work orders (maintenance, repairs, services) and follow through to completion
• Act as liaison with building management for visitor access, service requests, and facility-related needs
• Maintain office supply inventory and place orders as needed
• Assist with coordination of internal meetings and small office events
• Support ad hoc operational and administrative projects as business demands

Benefits

• Comprehensive Health & Wellness Benefits, including medical, dental, vision, and supplemental insurance
• 401(k) Retirement Savings Plan with company match
• Generous Paid Time Off (PTO) and paid holidays
• Half Day Fridays with shortened hours during both Summer and Winter seasons
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Tax-free commuter benefits
• Exclusive employee merchandise discounts

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed