Administrative Support Specialist - Job 185

Job Title: Administrative Support Specialist
Location-Type: Onsite, Monday-Friday - One World Trade Center, New York, NY 10007
Start Date: Approximately 3 weeks from verbal offer
Duration: Contract, 6 months
Compensation Range: $24-$31/hour
Benefits: Eligible for Health, Dental, Vision, and 401K
Visa Sponsorship: Not eligible for visa sponsorship

Job Description:
This role serves as the first point of contact and operational backbone for the client's New York office, delivering an exceptional workplace experience for employees, guests, and vendors through hospitality-driven service and organized, proactive support.

Job Summary
•Welcome employees, candidates, and visitors with warmth and enthusiasm, managing check-in, visitor badge issuance, and host notification to ensure seamless arrivals
•Manage daily reception flow including incoming calls, general inquiries, and mail and package handling with accuracy and care
•Conduct daily walkthroughs of reception, meeting rooms, kitchenettes, and common areas to maintain an organized, clean, and inviting environment
•Triage and resolve facilities and reception requests, including room reservation conflicts, supply restocking, and escalation of building issues to the appropriate leads
•Maintain organized inventory and place budget-conscious restock orders for office supplies, paper goods, beverages, and snacks
•Assist with planning, setup, and execution of internal team lunches, company events, holiday celebrations, and department gatherings
•Support the Regional Workplace Manager with administrative tasks including badge access updates, basic vendor invoice processing, directory management, and safety and visitor log maintenance

Minimum Requirements:
•0-2 years of hands-on experience in customer service, hospitality, retail, front-desk administration, or workplace operations
•Proficiency in Google Workspace or Microsoft 365 (Outlook, Word, Excel, Teams, or Slack) with ability to quickly learn new tools such as visitor management systems and ticketing platforms
•Strong organizational and multitasking skills with the ability to prioritize competing demands in a fast-paced environment
•Excellent verbal and written communication skills with a genuine, people-first approach to workplace interactions

Preferred Qualifications:
•Bachelor's degree or equivalent practical experience
•Demonstrated experience coordinating vendor relationships, catering, or facilities-related service requests
•Prior experience supporting office events, meeting coordination, or conference room management
•Comfortable operating with a proactive, self-starter mindset, identifying and addressing challenges before they escalate