Office Admin & Receptionist
Interior Marketing Group · New York, New York, United States · onsite
USD 20 to 30 · period not stated
The Role:
- IMG is looking for a part-time Office Administrator & Receptionist to keep our New York headquarters running smoothly and to be the welcoming first point of contact for everyone who walks through the door. You'll own the day-to-day operation of the office, from building access and deliveries to supplies, vendors, and meeting setup, so our space always reflects the IMG brand.
- Success in this role means the office is organized, well-stocked, and guest-ready every day, deliveries and visitors move through without friction, and the team knows exactly who to go to when something needs handling. This is a great opportunity for a current student or early-career professional who wants hands-on experience in office operations and an inside view of a luxury design business.
Responsibilities:
- Keep the office running and presentation-ready, including supplies, pantry, office equipment, and general upkeep, so the space consistently reflects IMG brand standards
- Manage visitor, vendor, and employee building access through the building management system (PRISM) and serve as the day-to-day liaison with building management on maintenance and service requests
- Schedule, receive, and track deliveries, couriers, and pickups, coordinating timing with building management and adjusting your hours when a delivery window requires it
- Coordinate office vendors such as cleaning, maintenance, and equipment service; track service issues and route invoices to Accounting
- Book and set up conference rooms for on-site meetings, and support leadership when they are working from the NYC office by preparing rooms, materials, and guest hospitality
- Support events held at the office, including setup, catering coordination, guest check-in, and breakdown
- Partner with HR on new-hire logistics, such as preparing workspaces, arranging building access, and helping new team members feel welcome on Day 1
- Handle incoming and outgoing mail and packages, and keep office files, shared folders, and contact lists organized and current in Google Workspace
- Greet clients, brokers, vendors, and guests with warmth and professionalism, and manage visitor check-in
- Answer the main office line and general inbox, and route calls, messages, and requests to the appropriate team member
Qualifications:
- Prior experience is not required. Experience in any customer-facing setting (front desk, retail, hospitality, or a campus job) is a plus
- Reliable, punctual, and available to work on-site at our Midtown Manhattan office Monday through Friday during daytime hours, with flexibility to adjust occasionally for deliveries
- Working knowledge of Google Workspace (Gmail, Calendar, Drive, Sheets)
- Clear, courteous communication in person, by phone, and in writing
- Strong organization and follow-through, with the ability to manage several requests at once
- Discretion and good judgment when handling confidential information
- Ability to lift and carry packages and supplies up to [30] lbs