Office Manager III/Office Coordinator/Receptionist

Need for a Part-Time Office Coordinator/Receptionist to support daily office operations, front desk coverage, visitor management, administrative support, facilities coordination, and meeting/event logistics. Provide reception services, office administration, facilities coordination, meeting and catering support, vendor management, invoice processing, and general office operational support.

Contract Duration: September 15, 2026 – March 4, 2027 (6 months)
Extension Possible: Yes
Conversion Possible: Yes
Schedule:
8:30 AM – 4:30 PM
24 to 32 hours per week
3 days per week onsite
Part-time role, with hours depending on business needs
Work Location:
Work Arrangement: Onsite
Address: 510 Madison Avenue New York, NY 10022
Travel Required:

STORY BEHIND THE NEED
Reason for request / Why opened:
Need for a Part-Time Office Coordinator/Receptionist to support daily office operations, front desk coverage, visitor management, administrative support, facilities coordination, and meeting/event logistics. This role will help ensure a professional and efficient office environment while providing ongoing support to employees, vendors, and guests.
Scope of Project:
Provide reception services, office administration, facilities coordination, meeting and catering support, vendor management, invoice processing, and general office operational support. The successful candidate will be responsible for maintaining a welcoming and organized workplace while handling day-to-day administrative tasks and special projects as assigned.
Team Size/Culture:
Collaborative, professional, and customer-focused environment. The candidate will interact with employees, leadership, vendors, building management, and visitors, requiring a proactive and service-oriented approach.
Training Period:
1-2 weeks of onboarding and knowledge transfer, with ongoing support as needed.
CANDIDATE PROFILE DETAILS
Degree/Certifications Required:
High School Diploma or equivalent required.
Additional administrative or office management training is considered an asset.
Years of Overall Experience:
5-7 years of experience in office administration, reception, office coordination, facilities support, or a related role.
Preferred Candidate Background:
Experience in a corporate office environment.
Reception, office management, facilities coordination, or administrative support experience.
Experience managing vendors, coordinating meetings and events, and processing invoices/expenses.
Strong customer service background.
How Will Performance Be Measured:
Professional and timely handling of visitors and inquiries.
Accuracy and responsiveness in administrative support.
Effectiveness in maintaining office operations and facilities.
Timely coordination of meetings, catering, and office services.
Positive feedback from employees, leadership, and visitors.
Selling Points of Position (CVP):
Opportunity to be the face of the office and play a key role in creating a positive workplace experience.
Diverse responsibilities with exposure to office operations, facilities, and event coordination.
Collaborative and supportive team environment.
Ability to take ownership and make a meaningful impact on office culture and efficiency.

SUMMARY OF DAY-TO-DAY RESPONSIBILITIES
Welcome, register, and direct visitors.
Manage reception and visitor logs.
Coordinate vendors, building management, and facilities-related requests.
Maintain office, reception, and meeting spaces.
Order and manage office and kitchen supplies.
Coordinate catering and meeting room setups.
Process invoices and expenses.
Provide administrative support, including scheduling, printing, and communications.
Assist with special projects and ad hoc office requests.

MUST-HAVE HARD SKILLS
1.) Previous experience in office administration, reception, or office coordination.
2.) Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
3.) Experience coordinating meetings, vendors, facilities, invoices, and administrative processes.

SOFT SKILLS
1.) Excellent communication and interpersonal skills.
2.) Strong organizational and multitasking abilities.
3.) Proactive, customer-service-oriented mindset with strong problem-solving skills.

NICE-TO-HAVE
1.) Experience with facilities management and vendor coordination.
2.) Experience coordinating events, meetings, and catering services.
3.) Experience working in a fast-paced corporate environment supporting multiple stakeholders.

Interview process: 2 rounds , 45 min , it can be virtual or in person depending upon manager’s availability.

Part-Time Office Coordinator / Receptionist
Position Summary
We are seeking a professional, organized, and customer-focused Part-Time Office Manager / Receptionist to support the day-to-day operations of our office. This role serves as the first point of contact for visitors while ensuring the office environment remains organized, functional, and welcoming. The ideal candidate is proactive, resourceful, and adaptable, with a strong "get it done" attitude and a willingness to take ownership of tasks to ensure smooth office operations
Key Responsibilities
Reception & Guest Management
Greet, register, and direct visitors in a professional and courteous manner.
Maintain visitor logs and ensure compliance with office security and guest protocols.
Serve as the primary point of contact for guests, employees, and vendors.
Office Operations & Administrative Support
Monitor office spaces and report maintenance, facility, and equipment issues to the appropriate vendors or internal contacts.
Coordinate with building management and service providers as needed.
Ensure common areas, conference rooms, and reception areas remain organized and presentable.
Handle a variety of ad hoc requests from management and team members.
Provide general administrative support, printing, binding and scheduling assistance.
Assist with office communications and other special projects as assigned.
Submit invoices and process expenses
Catering & Meeting Support
Coordinate catering requests for meetings, events, and internal functions.
Assist with conference room setups, including arranging furniture, supplies, and refreshments.
Support meeting and event breakdowns, ensuring rooms are returned to standard configurations.
Monitor inventory of office and kitchen supplies and place orders as needed.
Qualifications
Previous experience in office administration, reception, facilities coordination, or a similar role preferred.
Strong organizational and multitasking skills with the ability to prioritize competing demands.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Ability to work independently while maintaining a high level of professionalism and discretion.
Strong attention to detail and problem-solving skills.
Preferred Skills
Experience coordinating meetings, events, and catering.
Familiarity with office facilities management and vendor coordination.
Customer-service-oriented mindset with a proactive approach to supporting employees and guests.
Willingness to take on additional responsibilities and support the team wherever needed.
Positive, customer-service-oriented mindset.
Additional Expectations
The responsibilities listed above are not intended to be an exhaustive list of duties. As office needs evolve, additional tasks and projects may be assigned. The successful candidate will be someone who embraces new challenges, demonstrates flexibility, and consistently approaches responsibilities with a proactive, solution-oriented mindset. This position is ideal for an individual who enjoys creating a positive office experience, supporting teams, and ensuring smooth day-to-day office operations.
High school diploma or equivalent required. 5-7 years experience required.