Office Manager & Receptionist

We are seeking a proactive, highly organized, and detail-oriented Office Manager & Receptionist to oversee daily operations across our 9th and 10th-floor spaces. As the face of the company, this individual will sit at the 10th-floor front desk, greeting visitors, answering phone calls, and creating a welcoming atmosphere. Beyond front desk duties, this role serves as the central hub for all office logistics, showroom readiness, maintenance coordination, and shipping/receiving operations.

The ideal candidate takes complete ownership of the office environment, ensuring facilities are pristine, fully stocked, and running seamlessly every day.

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Key Responsibilities

Front Desk & Guest Services

• Serve as the primary point of contact at the 10th-floor reception desk, greeting clients, guests, and partners in a warm, professional manner.
• Manage central phone lines, field inquiries, and route calls or messages to the appropriate team members promptly.
• Maintain a professional, clean, and organized reception area at all times.

Catering, Hospitality & Office Errands

• Coordinate, order, and organize food and beverage deliveries for executive leadership and high-priority client or buyer appointments upon request.
• Set up catering, coffee, and snack arrangements for important meetings, ensuring prompt cleanup and reset afterward.
• Run occasional off-site office errands as needed (e.g., picking up last-minute meeting supplies, specialized catering/snack items, or urgent packages).

Showroom & Facility Management

• Take daily ownership of all showrooms across the 9th and 10th floors, ensuring they are impeccably clean, organized, fully prepped, and presentation-ready at any given moment.
• Conduct a mandatory end-of-day walkthrough of all showrooms and common areas to reset furniture, clear clutter, and prepare spaces for the next business day.
• Supervise and manage the external cleaning crew to hold them accountable to high maintenance and sanitation standards.
• Schedule, coordinate, and oversee all required office maintenance appointments, repairs, and service technicians across both floors.

Office Operations & Supplies

• Oversee full-cycle inventory management for office supplies, kitchen amenities, and operational essentials across both floors; place orders proactively to prevent shortages.
• Maintain kitchen and breakroom areas, ensuring coffee stations, water units, and appliances are stocked and operational.
• Identify facility issues or operational inefficiencies and resolve them independently and efficiently.

Shipping, Receiving & Logistics

• Manage all incoming and outgoing mail, packages, and freight deliveries for both floors.
• Sort and distribute mail/deliveries to the proper personnel daily.
• Consolidated HK Outgoing Shipments: Prepare, pack, and label outgoing consolidated packages bound for our HK office, as needed.
• Consolidated HK Incoming Shipments: Receive, unbox and distribute incoming consolidated packages arriving from our HK office, as needed.

Qualifications & Requirements

• Physical Requirement: Must be physically capable of lifting, carrying, pushing, and pulling boxes and packages weighing up to 50 lbs.
• Experience: 2+ years of experience in an office management, executive front desk, receptionist, or showroom coordinator role.
• Communication Skills: Excellent verbal and written communication skills with a professional demeanor.
• Organizational Skills: Exceptional attention to detail, strong time-management skills, and a demonstrated ability to multitask without sacrificing quality.
• Proactive Ownership: A self-starter mindset with strong initiative—someone who notices what needs to be done and takes care of it before being asked. xhyhwjd
• Tech-Savvy: Proficient with shipping portals (FedEx, UPS, DHL), Microsoft Office / Google Workspace, and general office equipment.