Receptionist

JOB OVERVIEW:

The Receptionist serves as the first point of contact for THE·TEAM’s DUMBO office and plays an essential role in creating a welcoming, professional, and well-organized workplace experience.

This is a highly visible, customer-facing position requiring consistent professionalism, strong attention to detail, and a proactive, hands-on approach. The Receptionist is responsible for managing daily front desk operations, supporting employees and guests, coordinating deliveries, assisting with meetings and events, and helping ensure that the office remains clean, organized, stocked, and ready for business throughout the day.

Success in this role requires a proactive, hospitality-first mindset, excellent communication skills, strong attention to detail, and a willingness to take ownership of both administrative responsibilities and hands-on operational tasks.

WHAT YOU'LL DO:

Front Desk Operations

• Open and close the office daily, ensuring the reception area is presentable and ready for business.

• Welcome all visitors by greeting them in person or over the phone, promptly addressing inquiries and directing them to the appropriate contact or department.

• Answer incoming calls, route calls to the correct person or voicemail, and accurately take messages when necessary.

• Maintain an up-to-date employee and department directory to efficiently direct visitors and calls.

• Issue visitor passes and ensure security protocols are followed.

• Serve as the primary point of contact for general office inquiries and provide timely assistance or appropriate escalation.

Office Administration

• Manage incoming and outgoing mail, including USPS, FedEx, and other courier services.

• Maintain office floor plans, coordinate new hire desk set-ups, and update seating charts as needed.

• Organize and maintain both digital and hard copy filing systems.

• Monitor office, kitchen, pantry, and common area inventory, ensuring supplies are consistently stocked and replenished before they run low.

• Place supply orders, receive deliveries, organize storage areas, and maintain inventory records.

• Coordinate conference room bookings, ensuring meeting spaces are properly prepared with furniture, audiovisual equipment, refreshments, and meeting materials.

• Assist with planning and executing office meetings, employee events, client visits, and special projects, including vendor coordination, room setup, catering, and event breakdown.

Employee Concierge Services

• Act as a point of contact for employee requests related to travel, office supplies, and meeting coordination.

• Manage the daily guest pass system and ensure proper documentation for temporary office access.

• Handle lost and found inquiries and coordinate returns to guests or employees.

Facilities & Cleanliness Oversight

• Report maintenance issues to building management or internal teams and follow up on completion.

• Monitor and comply with health and safety procedures to maintain a clean and secure office environment.

• Conduct regular walkthroughs throughout the day to ensure kitchens, conference rooms, reception, pantries, copy areas, and shared spaces remain clean, organized, fully stocked, and presentation-ready.

• Reset furniture, chairs, and shared spaces following meetings and daily office activity.

• Help ensure the office consistently reflects THE·TEAM's standards for hospitality, professionalism, and employee experience.

General Support

• Provide administrative support to the Operations leadership team and other departments as needed.

• Complete various projects utilizing Microsoft Office Suite (Word, Excel, PowerPoint).

• Maintain trackers and documentation related to office inventory, facilities requests, deliveries, workplace projects, and operational tasks.

• Communicate proactively regarding outstanding requests, delays, inventory shortages, or operational concerns.

• Contribute to the overall team effort by performing additional duties as assigned.

WHAT WE'RE LOOKING FOR:

• Bachelor’s degree preferred with 1-2 years of related experience.

• Demonstrated commitment to providing exceptional customer service.

• Strong verbal and written communication skills.

• Highly organized with excellent attention to detail.

• Ability to multitask and work independently in a fast-paced environment.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Experience with office administration, scheduling, and filing systems.

• Ability to practice discretion and maintain confidentiality.

• Service industry experience preferred.

• Positive, professional attitude with a collaborative team mindset.

Work Schedule:

• This position is in-person, da5ys per week, based in our Brooklyn office.

• Working hours are Monday through Friday from 9:00 am to 6:00 pm.