Office Manager/Receptionist

Office Manager/Receptionist

Job Category: Administrative Support

Summary: We are seeking an organized, proactive, and service-oriented Office Manager / Receptionist to oversee and manage the day-to-day operations of our New York office. This role serves as the face of the organization while ensuring a polished, professional, and highly functional workplace environment that reflects the firm's brand and culture.

The ideal candidate is hands-on, highly organized, and a strong communicator who takes pride in maintaining a sophisticated and welcoming office environment. This individual will confidently engage with clients and visitors, representing the firm with professionalism and credibility. The role requires someone who is resourceful, adaptable, and comfortable working in a fast-paced environment where priorities may shift daily.

This position will partner closely with the Mailroom/Facilities Coordinator and support office operations in our Tampa location remotely through coordination and oversight.

This position is based in NYC and requires a daily in-office presence. Hours are 8:00am 5:00pm ET.

Essential Duties and Responsibilities:

• Oversee and manage daily office operations to ensure a clean, organized, and fully functional workplace
• Ensure the office environment is consistently maintained to a high standard, aligned with company brand and client expectations
• Manage office supplies inventory and oversee ordering while maintaining cost awareness
• Build and manage relationships with vendors, service providers, and building management
• Serve as primary liaison with building management to address facilities needs, updates, and enhancements
• Coordinate maintenance requests, office updates, and space improvements, including potential office expansions
• Assist with light budget tracking related to office operations, supplies, and vendor services
• Identify opportunities for process improvements and proactively present recommendations to enhance office efficiency and experience
• Partner closely with the Mailroom/Facilities Coordinator to support day-to-day operations
• Provide coordination and support for office management needs in the Tampa office remotely
• Partner with internal teams (e.g., Events, IT, Facilities) to support office needs
• Coordinate and execute office events and team activities (e.g., holiday parties, team lunches)
• Support office-wide initiatives, including space organization and process improvements

Front Desk Responsibilities:

• Welcome and engage clients, candidates, and visitors providing a professional and polished first impression
• Answer and screen incoming calls to the main line and direct appropriately
• Manage guest registration within the building security system
• Coordinate scheduling and setting up of meeting and conference rooms, including managing beverages, catering and preparing any audio-visual needs
• Place catering orders and assist with meeting setup and breakdown
• Maintain appearance and functionality of reception and common areas
• Open and close the reception area daily

Mailroom & Facilities Support (Backup):

• Sort and distribute incoming mail and prepare outgoing mail
• Coordinate courier services and deliveries
• Assist with restocking kitchen and office supplies
• Serve as backup point of contact for building-related service requests

Qualifications and Skills:

• 46 years of experience in office coordination, reception, or office management
• Experience within financial services a plus
• College degree preferred
• Strong organizational skills with the ability to manage multiple priorities
• High attention to detail and strong follow-through
• Exceptional client service skills with a high level of professionalism
• Strong verbal and written communication skills
• Proactive, resourceful, and able to take initiative in a fast-paced environment
• Excellent interpersonal skills with the ability to build relationships across teams and with external partners
• Ability to think critically and propose solutions to improve office operations and efficiency
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Zoom
• Positive, professional presence representing company culture
• Ability to work in office Monday Friday, 8:00am 5:00pm ET is required

Compensation:

• If this position will be performed in whole or in part in New York City, the base salary range is $65,000 - $80,000. Individual salaries may vary based on different factors including but not limited to, skills, experience, job-related knowledge, and location. Base salary does not include other forms of compensation or benefits offered in connection with this position.

VanEck is committed to treating all applicants and employees fairly and to providing equal opportunity in compliance with applicable federal, state and local laws. VanEck does not and will not discriminate against any employee or applicant for employment on the basis of race, religion, ancestry, color, gender, gender identity, pregnancy, age, physical or mental disability, national origin, marital status, sexual orientation, citizenship status, covered-veteran or military status, genetic information, and/or any other factor protected by law.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.