Office Manager/Receptionist

Job Description

Office Manager / Receptionist

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Based in Greenwich, Connecticut, Marblegate Asset Management is a $3bn alternative investment firm that invests in credit opportunities and special situations across a range of industries on behalf of institutional and high net worth clients. For more than fifteen years, we have embraced collaboration in the pursuit of extraordinary results. With a proven track record of transforming businesses and delivering favorable risk-adjusted returns, we apply original thinking and rigor to opportunities across asset classes and industries.

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About The Role:

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Marblegate is currently seeking a polished, proactive, service-oriented Office Manager / Receptionist to serve as the face of our Greenwich office and to champion a welcoming, responsive experience for employees and guests. The Office Manager / Receptionist keeps Marblegate’s office organized, secure, and ready for employees and visitors. This role owns day to day office operations, follows administrative matters through to completion, and supports the finance, compliance, and technology teams under their established procedures. The position serves the firm broadly, interacts regularly with senior leadership and clients, and works alongside the Administrative team that serves the firm’s Managing Partners.

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This is a full-time, on-site position located in our Greenwich office. Our employees are in the office five days a week.

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Responsibilities:

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• Serve as the first point of contact and primary presence at reception, warmly greeting, registering and directing all guests in a polished, professional manner
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• Answer the multi-line main office phone, transferring calls and taking messages as needed
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• Manage visitor and building access, including guest registration, visitor and employee badge activations and deactivations, and coordination with building security and management
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• Maintain a polished, presentable reception area, conference rooms, kitchen and common areas to a client-ready standard, proactively identifying and resolving issues
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• Organize and maintain conference room and video conferencing schedules
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• Retrieve and distribute incoming mail, packages and deliveries daily, tracking packages through to receipt
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• Ensure all outgoing packages, couriers and mail are picked up before leaving each day
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• Coordinate document signings for executives as needed
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• Manage meetings with clients and external guests from start to finish, including room readiness, set-up, refreshments and clean-up
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• Plan and coordinate office celebrations and firm events
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• Place catering orders for client meetings and office-wide lunches as needed
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• Maintain an organized and well-stocked inventory of office supplies and supply areas, ordering as needed and as requested by colleagues
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• Place and receive weekly grocery and beverage deliveries and keep the kitchen well stocked
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• Serve as first-line contact for basic office technology needs (printers, phones and conference room equipment) and coordinate with the outsourced IT department when applicable
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• Serve as primary liaison with building management, building engineers and external vendors for repairs, maintenance and other service needs; manage vendor relationships, service quality and contracts, and ensure vendor work is completed safely and with minimal disruption
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• Maintain accurate office records and tracking tools, including seating plans, vendor records, certificates of insurance and facilities requests; assist with inventory management of laptops and other IT equipment; and coordinate desk moves and workspace changes
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• Manage office expenses within approved budgets, including tracking invoices and purchase requests, monthly credit card reconciliations, and coordinating with Accounts Payable to ensure timely payment of all invoices
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• Facilitate onboarding of new colleagues (and offboarding of departing colleagues) including workstation and supplies set-up, meeting scheduling, new-hire office tours, building access activation and deactivation, and liaising with departmental representatives and with technology for equipment and software permissions
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• Coordinate pre-employment background checks for incoming hires
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• Coordinate the firmwide monthly meeting, including circulating slide guidelines and deadlines, collecting departmental submissions, and maintaining the meeting invitation and distribution lists
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• Support special projects and perform other duties as assigned
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Qualifications & Requirements:

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• Bachelor’s Degree
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• Experience in office management, reception, administrative support or hospitality, ideally in a financial or professional services environment
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• Highly organized and efficient, with strong attention to detail
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• Solution-oriented mindset and proactive problem-solver
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• Ability to work independently, exercise sound judgment, and take ownership of requests from start to finish, escalating matters appropriately
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• Ability to manage multiple priorities and varying deadlines in a fast-paced environment
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• Exceptional poise and professionalism when interacting with clients, guests, senior leadership and vendors
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• Collaborative team player who builds strong working relationships at all levels of the firm
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• Hands-on, “no task is too small” mentality with a willingness to pitch in wherever needed
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• Proficiency in MS Word, Excel, PowerPoint and Outlook, and comfort learning new workplace and video conferencing systems. CRM, workplace-management or budget-tracking system experience is a plus but not required
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• Familiarity and comfort with AI tools, and a willingness to use them to work more efficiently
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• Superior written and oral communication skills
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• Professional, positive and service-oriented attitude
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• Discretion and integrity in handling highly confidential information
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• Commitment to complying with the firm’s compliance policies and procedures
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• Ability to work onsite full time in Greenwich, with flexibility to occasionally accommodate early, late or event-related hours as needed
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Compensation & Benefits:

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Actual compensation will depend on skills, experience and qualifications.

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All eligible employees receive access to a comprehensive benefits package, including: Medical insurance, Dental insurance. Vision insurance, 401(k) retirement plan and firm provided lunch.

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Marblegate is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. Candidates must be eligible to work in the United States.