Receptionist & Administrative Coordinator

Receptionist & Administrative Coordinator

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 brandsincluding footwear, tech wearables, watches, jewelry, handbags, fashion accessories, home, and beautyAmerican Exchange Group raises the bar by disrupting the status quo with value and quality, while staying at the forefront of trends.

Joining American Exchange Group means being part of a dynamic and diverse team where your contributions drive real impactand where there's always room to grow. If you're looking to be part of a company that blends heritage with hustle, we're excited to meet you.

This role is 5 days a week onsite at our NYC Headquarters.

Hours: 8:45am - 5:45pm, however our company observes shortened Fridays. Please see adjusted hours below:

Summer Fridays Week Schedule

Monday - Thursday: 8:30 AM - 6:00 PM

Friday: 9:00 AM - 1:00 PM

Regular Week Schedule

Monday - Friday: 8:45 AM - 5:45PM

Position Overview: 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.

Key Responsibilities:

Front Desk, Scheduling & Office Coordination

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

Calendar & Administrative Support

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

Office Operations & Facilities Coordination

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

Qualifications:

13 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

Experience working with visitor management systems and/or building portals is a plus

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

What We're Looking For:

Someone who thrives on keeping schedules, people, and logistics running seamlessly

Highly responsive and proactiveanticipates 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

What We Offer:

• 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

Salary: The anticipated base salary is $25-$30/hour. Actual compensation will be determined based on a variety of factors including, but not limited to, experience, skills, education, internal equity, and location.

This position description is not intended to be and should not be construed as an all-inclusive list of responsibilities, skills or working conditions associated with this position. While this description is intended to accurately reflect the position's activities and requirements, management reserves the right to modify, add or remove duties as necessary. The compensation package is dependent on a number of factors, including, for example, experience, education, market data, and business needs.