Office Manager & Receptionist

Job Description

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.

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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

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Front Desk & Guest Services

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

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

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• 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.
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• 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.
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• Supervise and manage the external cleaning crew to hold them accountable to high maintenance and sanitation standards.
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• Schedule, coordinate, and oversee all required office maintenance appointments, repairs, and service technicians across both floors.
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Office Operations & Supplies

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

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

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• Physical Requirement: Must be physically capable of lifting, carrying, pushing, and pulling boxes and packages weighing up to 50 lbs.
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• Experience: 2+ years of experience in an office management, executive front desk, receptionist, or showroom coordinator role.
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• Communication Skills: Excellent verbal and written communication skills with a professional demeanor.
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• Organizational Skills: Exceptional attention to detail, strong time-management skills, and a demonstrated ability to multitask without sacrificing quality.
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• 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.
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• Tech-Savvy: Proficient with shipping portals (FedEx, UPS, DHL), Microsoft Office / Google Workspace, and general office equipment.
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