Office Coordinator-NYC

THE ROLE

As the Office and Administrative Coordinator, you'll be at the heartbeat of our New York office, ensuring everything ticks along smoothly. Your role will encompass a diverse array of responsibilities, from curating the perfect ambiance in our conference rooms to keeping our kitchen stocked and our facilities in tip-top shape. Welcoming clients with warmth and professionalism will be second nature to you, as you’ll be their first point of contact.  And behind the scenes, you'll be providing crucial support to our staff, handling various data tasks, and ensuring our administrative processes glide seamlessly.

Join us and become the backbone of our office, where your contributions will be instrumental in our success.

IN THIS ROLE YOU WILL:

Keep Things Shipshape:

• Ensure the conference rooms are meticulously organized and presentable for meetings.
• Use your creative eye to merchandise our in-office showrooms to reflect the Tefron aesthetic.
• Take charge of restocking kitchen supplies, including snacks, coffee, tea, etc., to maintain a comfortable and well-equipped environment, while also keeping it tidy.
• Manage office facilities with a proactive nature, including liaising with building management for maintenance and repairs.
• Assist in the setup and coordination of office events and meetings to ensure they run smoothly.

Be the Face of Welcome:

• Act as the first point of contact for visitors, clients, and vendors, providing a warm and professional experience.
• Handle incoming calls and correspondences, redirecting them appropriately to ensure timely responses.
• Manage incoming and outgoing mail and packages efficiently and accurately.

Empower Leadership:

• Act as the trusted right-hand person to staff, handling administrative tasks with precision and confidentiality.
• Prepare detailed reports, analyze data, and maintain spreadsheets to provide valuable insights and support decision-making processes.
• Assist in project management tasks, including tracking deadlines, coordinating resources, and ensuring deliverables are met on time and to the highest standard.
• Proactively identify opportunities to streamline processes and improve workflows within the e-commerce department, contributing to overall efficiency and effectiveness.
• Pick up and return samples as needed by designers
• Additionally, support staff with expense report preparation.

Keep the Wheels Turning:

• Serve as a central point of contact for internal and external inquiries, directing them to the appropriate departments or individuals.
• Collaborate closely with team members to facilitate effective communication and coordination across departments.

Be the Master of the Details:

• Maintain meticulous records and documentation related to office activities, expenditures, and client interactions.
• Ensure confidentiality and security of sensitive information in compliance with company policies and regulations.

Be a Team Player Extraordinaire:

• Work collaboratively with other departments to ensure office processes align with company standards and goals.
• Uphold office policies and procedures, ensuring compliance with regulations and guidelines.
• Flexibly undertake any other duties as assigned to support the smooth operation of the office.

Qualifications:

• Proven Experience: You've got a track record in the world of office administration, reception, or a similar role, showcasing your ability to handle the hustle and bustle with finesse.
• Organizational Dynamo: Your organizational skills are top-notch, allowing you to juggle multiple tasks and priorities like a pro. You know how to keep the train on the tracks and ensure nothing falls through the cracks.
• Champion Communicator: With excellent communication and interpersonal skills, you're a natural at delivering top-notch customer service. Whether it's in person, over the phone, or via email, you know how to leave a positive impression.
• Tech Savvy: You're no stranger to the Microsoft Office Suite (Word, Excel, Outlook), navigating it with ease to get the job done efficiently.
• Attention to Detail: You're all about the little things, ensuring that every administrative task and data management is handled with precision and accuracy.
• Independent Yet Collaborative: You thrive both flying solo and working as part of a team. You can take the reins and run with them, but you also know when to lean on your colleagues for support.
• Flexibility Champion: Adapting to changing priorities and handling multiple tasks simultaneously? Piece of cake. You're the master of staying cool under pressure and rolling with the punches.
• Merchandising Eye: An ideal candidate would have an eye for what works and what doesn’t from a merchandising perspective, to ensure our showroom has a “wow” factor, while representing the Tefron brand.
• Travel Ready: There may be occasional light travel for day trips out of the Tri-State area and occasional trips to our Montreal office, so you must have a valid passport.

Perks and Benefits:

• Generous vacation allotment + personal days
• Health, vision, and dental benefit options with company-sponsored stiped 401k matching plan
• Birthday’s off
• Year-round half-day Fridays
• Gym stipend