Job Description
Job Description
We are seeking a proactive, reliable, and highly capable Office Administrator / Front Desk Manager to join our boutique shared office space serving a range of small businesses in SoHo. This role is ideal for someone who works confidently and independently, and stays grounded and solutions-focused when unexpected issues arise.
You will serve as the front-facing presence of the office, ensuring a welcoming, well-organized, and professional environment for tenants and their visitors. At the same time, this role entails supporting day-to-day operations and administrative functions. While most days are calm and structured, the building is older, and occasional issues require practical problem-solving, good judgment, and clear communication.
About the Role:
This position combines front desk responsibilities with office administration and operational support. The owner works remotely and relies on this role to manage routine matters independently, assess situations thoughtfully, and communicate clearly when escalation is necessary. The role also offers opportunities to take on special projects based on your background and interests.
Core Responsibilities:
Front Desk & Office Presence
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Serve as the professional and welcoming first point of contact for tenants and visitors
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Receive and distribute mail and deliveries
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Maintain a clean, organized, and professional reception and office environment
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Organize and maintain supply closets and storage areas for efficiency and accessibility
Office Administration & Operations
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Manage shared office logistics and seasonal needs (ordering supplies, scheduling maintenance, coordinating vendors)
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Coordinate communication with building services (cleaning crew, tech support, gardener, property manager, etc.)
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Maintain spreadsheets and internal records accurately and consistently
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Create and maintain organized file systems
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Bring structure and organization to evolving systems and workflows
Issue Response & Troubleshooting
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Respond promptly and calmly when building or tenant issues arise
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Resolve routine matters independently when appropriate
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Use sound judgment to distinguish minor, fixable items from issues that require escalation
Administrative & Project Support
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Keep owner informed of office operations and emerging issues through clear, organized, and timely communication
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Handle basic bookkeeping tasks (accounts payable, bill tracking)
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Assist with showing office spaces and coordinating lease renewals with the owner and legal counsel
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Maintain and update basic website and social media content; respond to leasing inquiries
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Support special projects based on your strengths (e.g., research, marketing, legal, or tech support)
Qualifications
Required:
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Professional, punctual, and dependable with a mature, can-do attitude
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Highly organized, detail-oriented, and able to manage multiple responsibilities
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Strong judgment and practical problem-solving skills
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Comfortable working independently and making reasonable decisions without constant supervision
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Calm, respectful communicator, even during busy or stressful moments
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Mac proficient; skilled in Microsoft Word and Excel
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Business-casual appearance required
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Enjoys working in an environmentally conscious space and is comfortable with occasional hands-on tasks, including light oversight of a green roof garden and plant care
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Legally authorized to work in the U.S.
Preferred (Not Required):
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Skills in bookkeeping, paralegal support, marketing, design, or technical troubleshooting
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Familiarity with website content management and branding
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A sense of humor and perspective—able to stay grounded and solutions-focused when things get hectic
Permanent Position: We are seeking someone who is not afraid of a challenge and can solve practical problems and puzzles and ultimately, we are looking for someone who wants to grow with us.
Company DescriptionWe operate a high-end, sustainably minded commercial co-working office space with a rooftop terrace in the heart of Soho. Our team values professionalism, creative thinking, and a welcoming environment. The office is quiet, friendly, and ideal for someone who enjoys both structure and variety in their day.
Company Description
We operate a high-end, sustainably minded commercial co-working office space with a rooftop terrace in the heart of Soho. Our team values professionalism, creative thinking, and a welcoming environment. The office is quiet, friendly, and ideal for someone who enjoys both structure and variety in their day.