administrative assistant Jobs in New York

administrative assistant

executive assistant

office manager

receptionist

account coordinator

office coordinator

Insight Global

<div>
 
 
 Position
 
 : Office Coordinator
 
 
 
 Duration
 
 : 6 Month Contract-to-Hire
 
 
 
 Location
 
 : New York, New York
 
 
 
 Pay Rate:
 
 $30-35/hr.
 
 
 
 Start Date:
 
 ASAP
 
 
 
 
 
 
 Benefits
 
 : Health, vision, dental, generous PTO, 401 and 401K matching
 
 
 
 
 
 
 Company Overview:
 
 
 
 The Office Administrator will support a large corporate office in New York, NY as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.
 
 
 
 
 
 
 Must Haves:
 
 
 <ul>
 <li>
 Invoicing experience &ndash; tracking PO&rsquo;s, submitting invoices for project vendors, etc.
 </li>
 <li>
 Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
 </li>
 <li>
 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) &ndash; must be a corporate setting (at least 30 people)
 </li>
 <li>
 Experience with facilities management (i.e. ordering office supplies, inventory, facilities management coordination, etc.)
 </li>
 <li>
 Planning office events, ordering catering, holidays parties, etc.
 </li>
 <li>
 Maintaining office common spaces/kitchen area
 </li>
 <li>
 Polished and professional
 </li>
 <li>
 Warm/Welcoming personality
 </li>
 <li>
 Tech savvy
 </li>
 <li>
 Strong MS Office Skills &ndash; Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
 </li>
 <li>
 Multi-line phone system experience
 </li>
 <li>
 MS Teams/Zoom/Slack or similar video conferencing or communication tools
 </li>
 </ul>
 
 
 
 
 
 Day to Day:
 
 
 <ol>
 <li>
 Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
 </li>
 <li>
 Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
 </li>
 <li>
 Preparing the office, catering, conference rooms etc. for visits from Executives &middot;
 </li>
 <li>
 Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
 </li>
 <li>
 Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
 </li>
 <li>
 COORDINATION WITH FACILITIES &middot; Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date. &middot; Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples. &middot; Coordination of Managed Print Service
 </li>
 <li>
 COORDINATION WITH FACILITIES &middot; Assists with procurement of approved office materials and supplies as required. &middot; Provides assistance for new hire onboarding, completion of I-9&rsquo;s, etc. &ndash; this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company. &middot; Coordinates safety and compliance programs for office, including maintenance of office standards
 </li>
 <li>
 COORDINATION WITH FACILITIES &middot; Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.
 </li>
 <li>
 Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.
 </li>
 <li>
 COORDINATION WITH FACILITIES &middot; Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to Code of Conduct and related policies and procedures.
 </li>
 <li>
 Must possess a high level of professionalism, communication skills and positive attitude when interacting with colleagues, clients, guests and other employees in the office. Positive employee engagement is a priority.
 </li>
 <li>
 Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.
 </li>
 <li>
 Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.
 </li>
 <li>
 Must be a strong team player, collaborative, with strategic thinking.
 </li>
 </ol>
</div>

Office Coordinator

Y LIFT

**IN-OFFICE POSITION, NOT REMOTE**About Us At Y LIFT, we are a growing organization dedicated to delivering high-quality services in the aesthetics industry. We're looking for a detail-oriented and reliable Accounting Coordinator to join our team and ensure the integrity and accuracy of our financial records.What You&rsquo;ll Do As our Accounting Coordinator, you&rsquo;ll play a critical role in managing day-to-day financial transactions and supporting month-end close processes. Your responsibilities will include:<ul><li>Recording daily financial transactions (accounts payable/receivable, journal entries, bank reconciliations)</li><li>Managing payroll and employee expense reimbursements</li><li>Preparing monthly, quarterly, and annual financial reports</li><li>Assisting with budget preparation and variance analysis</li><li>Maintaining accurate and organized financial records</li><li>Liaising with external accountants for audits and tax filings</li><li>Ensuring compliance with financial regulations and best practices</li></ul>What We&rsquo;re Looking For We&rsquo;re seeking a seasoned professional who brings accuracy, accountability, and insight to the role. The ideal candidate has:<ul><li>5+ years of proven experience as a bookkeeper, preferably in a small to mid-sized company</li><li>Proficiency in QuickBooks, Xero, or similar accounting software</li><li>Strong knowledge of GAAP and financial principles</li><li>Excellent attention to detail and organizational skills</li><li>Ability to work independently and prioritize tasks effectively</li><li>Experience collaborating with cross-functional teams and external partners</li><li>Bachelor&rsquo;s degree in Accounting, Finance, or related field preferred</li></ul>What We Offer<ul><li>Competitive salary</li><li>Health insurance</li><li>Paid time off and holidays</li><li>A collaborative, supportive work environment</li></ul>Job Type: Full-timePay: From $60,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Application Question(s):<ul><li>In-person job</li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Experience:<ul><li>Bookkeeping: 5 years (Required)</li><li>Accounting: 5 years (Required)</li></ul>Ability to Commute:<ul><li>New York, NY 10065 (Required)</li></ul>Work Location: In person

Accounting Coordinator

Patient Care Coordinator

LTIMindtree

<div>Role description 
We are seeking a Department Coordinator to support multiple department function and leads. The role requires someone with integrity a desire to be a righthand to forge professional partnerships with dynamic executives&rsquo; teams. Our ideal candidate is upbeat flexible poised as well as confident when working with clients&rsquo; senior leaders and coworkers in a professional approachable and positive manner. The ability to multitask effectively is a must 


Your Day-to-day
<ul>
<li>Coordinate high level meetings and events for the New York office and other locations as needed including scheduling agenda preparation gathering and coordinating presentation assets logistics space planning and catering for both internal and external meetings</li>
<li>Attend meetings as required to distribute agendas capture accurate meeting minutes and document action items</li>
<li>Track action items follow-ups and deadlines proactively recommend next steps to ensure timely completion</li>
<li>Oversee and manage organization wide communications through designated Slack channels and email distribution lists</li>
<li>Serve as the primary point of contact for department specific coordination including conference room reservations Mission Gratitude initiatives and birthday shoutouts</li>
<li>Partner closely with Department Executive Assistants and other administrative professionals to support cross functional initiatives</li>
<li>Conduct research on specialized or ad hoc topics to support departmental and organizational needs</li>
<li>Build and maintain an internal network of Executive Assistants Coordinators Facilities and other key stakeholders</li>
<li>Identify opportunities to improve administrative processes communication workflows and meeting efficiency</li>
<li>Copy scan file track and maintain business documents and communications with a high degree of accuracy and confidentiality</li>
<li>Perform additional duties and responsibilities as assigned</li></ul> 


Qualifications

What you bring to the team

You have
<ul>
<li>Bachelor&rsquo;s degree or equivalent training and experience</li>
<li>Technically savvy with 3 years administrative experience</li>
<li>Experience working with teams focusing on creative and production</li>
<li>Proficient in Gmail other Google products and Microsoft Office suite</li>
<li>Highly organized self-starter with ability to prioritize multiple tasks at once</li>
<li>Strong analytical and interpersonal skills that thrives in a fast-paced team setting</li>
<li>Skilled in working in both a team environment as well as independently</li></ul> 


You might also have
<ul>
<li>Experience and good understanding of the digital TV and dotcom world</li>
<li>Interest in brand and partnership growth marketing</li>
<li>Experience in media entertainment or production environment</li>
</ul> 
Skills 
Mandatory Skills : Administrative exp, MS Suite, coordination, catering meetings 
Benefits 
Compensation range: $35,000.00 to $38,000.00 per year 
About LTM 
LTM is an AI-centric global technology services company and the Business Creativity partner to the world&rsquo;s largest and most disruptive enterprises. We bring human insights and intelligent systems together to help clients create greater value at the intersection of technology and domain expertise. Our capabilities span integrated operations, transformation, and business AI &mdash; enabling new ways of working, new productivity paradigms, and new roads to value. Together with over 87,000 employees across 40 countries and our global network of partners, LTM &mdash; a Larsen &amp; Toubro company &mdash; owns business outcomes for our clients, helping them not just outperform the market, but to Outcreate it. Please also note that neither LTM nor any of its authorized recruitment agencies/partners charge any candidate registration fee or any other fees from talent (candidates) towards appearing for an interview or securing employment/internship. Candidates shall be solely responsible for verifying the credentials of any agency/consultant that claims to be working with LTM for recruitment. Please note that anyone who relies on the representations made by fraudulent employment agencies does so at their own risk, and LTM disclaims any liability in case of loss or damage suffered as a consequence of the same. Recruitment Fraud Alert - https://www.ltimindtree.com/recruitment-fraud-alert/</div>

Office Administrator / Department Coordinator

Citi Trends

<div>
 
 Citi Trends is seeking a professional, organized, and customer-focused Receptionist / Office Manager to support our New York office. This individual will serve as the face of the office, creating a welcoming experience for visitors, associates, and business partners while ensuring the office operates smoothly and efficiently.
 
 
 
 
 
 This role is ideal for someone who thrives in a fast-paced retail environment, enjoys supporting senior leaders and cross-functional teams, and can effectively balance front desk responsibilities with office operations, coordination, and administrative support.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 
 
 Reception &amp; Front Desk Support
 
 
 <ul>
 <li>
 Greet and assist visitors, candidates, vendors, and associates in a professional and welcoming manner
 </li>
 <li>
 Answer and direct incoming calls, emails, and deliveries
 </li>
 <li>
 Manage visitor sign-in procedures and maintain office security protocols
 </li>
 <li>
 Coordinate conference room scheduling and prepare meeting spaces for internal and external meetings
 </li>
 <li>
 Support interview scheduling and candidate hospitality for recruiting visits
 </li>
 <li>
 Receive, sort, and distribute incoming mail and packages
 </li>
 </ul>
 
 
 
 
 
 Office Management
 
 
 <ul>
 <li>
 Maintain office supplies, kitchen inventory, and general office organization
 </li>
 <li>
 Coordinate with vendors for office services, maintenance, repairs, cleaning, and deliveries
 </li>
 <li>
 Manage relationships with building management and service providers
 </li>
 <li>
 Ensure common areas, conference rooms, and office spaces remain clean, organized, and presentable
 </li>
 <li>
 Assist with planning office events, team meetings, celebrations, and employee engagement activities
 </li>
 <li>
 Support onboarding logistics for new hires, including workspace setup, supplies, badges, and equipment coordination
 </li>
 <li>
 Partner with IT, HR, and Facilities teams to address office-related needs
 </li>
 </ul>
 
 
 
 
 
 Administrative Support
 
 
 <ul>
 <li>
 Provide administrative support to leaders and cross-functional teams as needed
 </li>
 <li>
 Assist with travel arrangements, expense reports, calendars, meeting coordination, and presentation preparation
 </li>
 <li>
 Support invoice processing, office budgets, and vendor payment tracking
 </li>
 <li>
 Maintain office records, contact lists, and filing systems
 </li>
 <li>
 Assist with special projects and ad hoc assignments as needed
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 3+ years of experience in a receptionist, office manager, administrative assistant, or similar support role
 </li>
 <li>
 Prior experience supporting a corporate office environment preferred
 </li>
 <li>
 Strong organizational skills with the ability to manage multiple priorities simultaneously
 </li>
 <li>
 Excellent verbal and written communication skills
 </li>
 <li>
 Professional presence with strong customer service skills
 </li>
 <li>
 High attention to detail and follow-through
 </li>
 <li>
 Strong proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Word
 </li>
 <li>
 Experience coordinating meetings, events, and office operations
 </li>
 <li>
 Ability to handle sensitive and confidential information with discretion
 </li>
 <li>
 Self-starter with the ability to work independently and anticipate needs
 </li>
 </ul>
 
 
 
 
 
 Preferred Qualifications
 
 
 <ul>
 <li>
 Experience supporting retail, fashion, merchandising, or creative office environments
 </li>
 <li>
 Experience working with vendors, building management, and office budgets
 </li>
 <li>
 Familiarity with travel booking, expense reporting, and onboarding coordination
 </li>
 </ul>
 
 
 
 
 Physical Requirements
 
 <ul>
 <li>
 While performing the duties of this job, the employee is regularly required to sit. The employee must frequently use their hands to handle or feel objects and must be able to speak and hear clearly.
 </li>
 <li>
 The employee may occasionally need to lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision, distance vision, and depth perception.
 </li>
 </ul>
 
 The employee must be able to work effectively in a fast-paced environment.
 
 
 
 
 
 
 What We Offer
 
 
 
 At Citi Trends, you will have the opportunity to work in a collaborative, entrepreneurial, and fast-moving environment where your contributions will directly impact the day-to-day success of the New York office. We offer competitive pay, comprehensive benefits, career growth opportunities, and the ability to be part of an organization focused on growth and transformation.
 
 
 
 
 
 
 Citi Trends is an Equal Opportunity Employer
 
 
 
 Citi Trends is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.
 
</div>

Receptionist/Office Manager

Avoca

<div>
 
 
 About Avoca
 
 
 
 Avoca is transforming how home service companies engage with their customers. Our AI-powered conversational agents handle every high-value inbound call, including booking jobs, qualifying leads, and driving higher revenue&mdash;all at a speed and consistency unmatched by human call centers.
 
 
 We&rsquo;ve expanded to 100 employees in under two years, backed by a high-energy, in-office culture across our NYC headquarters and Santa Barbara office. In a $500B+ market where missed calls mean lost business, we&rsquo;re building the category-defining platform for AI-driven customer engagement.
 
 
 We&rsquo;re serving the largest brands in home services, and grew 10x in 2025. With a high-performance, in-office team in NYC, we&rsquo;re moving fast to capture a massive, underserved market where 85% of missed calls go to competitors. Every hire here has an immediate and visible impact.
 
 
 
 
 
 
 About the Role
 
 
 
 We're looking for a proactive, detail-oriented
 
 Office Manager
 
 to own the day-to-day operations of our workspace. You'll be the go-to person for everything that keeps the office running, and the person who makes sure it runs well before anyone has to ask.
 
 
 This is a high-ownership, execution-focused role with direct impact on how the team experiences the office every day.
 
 
 
 
 
 
 What You&rsquo;ll Do
 
 
 <ul>
 <li>
 Own inventory, ordering, and restocking for office supplies, kitchen consumables, and tech accessories
 </li>
 <li>
 Manage vendor relationships across building management, food and beverage, cleaning services, and AV
 </li>
 <li>
 Oversee building access protocols, visitor check-in, and facilities coordination
 </li>
 <li>
 Maintain shared tech inventory and ensure conference room A/V is always functional
 </li>
 <li>
 Keep shared spaces bookable, stocked, and equipped as the team grows
 </li>
 <li>
 Support new hire onboarding logistics and help coordinate office events and social programming
 </li>
 <li>
 Track office spend, manage purchasing within approved limits, and oversee vendor contracts and subscriptions
 </li>
 </ul>
 
 
 
 
 
 What You&rsquo;ll Bring
 
 
 <ul>
 <li>
 2 to 5 years of experience in office management, facilities, or workplace operations
 </li>
 <li>
 Organized, proactive, and resourceful &mdash; you fix things before anyone has to ask
 </li>
 <li>
 Strong communicator comfortable working across teams and managing vendor relationships
 </li>
 <li>
 Familiar with tools like Slack, Notion, and Google Workspace
 </li>
 <li>
 Bonus: experience in a startup environment or with office event planning
 </li>
 </ul>
 
 
 
 
 
 Why Avoca
 
 
 
 At Avoca, you'll be part of a team building a category-defining company at the center of a massive market opportunity. We're fast-moving and collaborative, with a culture built for people who thrive on speed, iteration, and impact.
 
</div>

Office Manager

Glocap Search

<div>
 
 Our client a Midtown Hedge Fund seeks an Office Assistant for their beautiful offices! The Office Assistant is responsible for providing workplace services and administrative support to increase individual well-being, personal productivity, and organizational effectiveness. This is a great opportunity for a junior candidate to also get exposure to the HR team! This position will be at the front desk and will also see many guests/colleagues through the day!
 
 
 
 
 
 
 
 
 Job Details:
 
 
 
 JOB TITLE: Office Assistant
 
 
 SALARY: $70k-$80k base DOE plus bonus eligible and great benefits
 
 
 LOCATION: Midtown - 5 days a week in the office
 
 
 HOURS: 8:30-5.30pm (will get a lunch break) and paid OT after that if need be
 
 
 
 
 
 
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Greet customers and visitors in the office and on the phone and making them feel welcome.
 </li>
 <li>
 Order catering for meetings, reserve conference rooms, set up and clean up catering.
 </li>
 <li>
 Provide coffee and water service for guests and during meetings.
 </li>
 <li>
 Schedule meetings and assist with video conferencing needs in the office.
 </li>
 <li>
 Maintain inventory of office supplies and order as needed.
 </li>
 <li>
 Maintain the organization and cleanliness of the kitchen, occasional loading/unloading the dishwasher.
 </li>
 <li>
 Receive and sort incoming deliveries. Bring boxes to be discarded to the loading dock.
 </li>
 <li>
 Order and replace bathroom toiletries as needed.
 </li>
 <li>
 Ensure the office is always neat and presentable.
 </li>
 <li>
 Wipe down surfaces and clean glass doors to keep clean from fingerprints.
 </li>
 <li>
 Assist the HR team with onboarding and offboarding of employees.
 </li>
 <li>
 Partner with HR to maintain and communicate office updates as necessary.
 </li>
 <li>
 Assist the HR team with Ad Hoc projects.
 </li>
 </ul>
 
 
 
 
 
 
 
 
 Requirements:
 
 
 <ul>
 <li>
 1-3 years of related experience.
 </li>
 <li>
 BS/BA or equivalent required.
 </li>
 </ul>
 
 
</div>

Office Assistant

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