Administrative & Office Assistant

SOCOTEC is a provider of niche consulting services within the architecture, engineering and construction industries focusing on high-performance buildings and specialty structures. Through an integrated, holistic approach, our professionals provide solutions for building envelope, energy efficiency, sustainability, code advisory and construction advisory projects.

SOCOTEC is proud to announce that it has been officially certified as a Great Place to Work by the renowned global authority on workplace culture, Great Place to Work.

Job Description

In this role, you will serve as the primary point of contact at our Times Square headquarters, overseeing front desk operations and visitor management. You will provide meeting and administrative support to executives, maintain office organization and appearance, and assist in coordinating office events and team functions to foster a professional and collaborative environment.

What You'll Do:

Front Desk & Visitor Experience

• Greet employees/clients/guests; manage visitor badges/logs and building access.
• Answer/route calls; monitor shared inbox; respond to facility/meeting requests.
• Partner with Admin/HR/IT to ensure guests, meetings, and deliveries run smoothly.

Meetings, A/V & Space Coordination

• Schedule/manage conference rooms in Outlook/Teams; post room signage as needed.
• Set up boardroom A/V (Teams/Zoom, displays/mics) with IT support; basic troubleshooting.
• Coordinate catering/refreshments; meeting setup/teardown; reset rooms after use.

Office Operations & Facilities

• Maintain kitchen/common areas (stocking, coffee/tea; run/empty dishwashers).
• Oversee office supply & marketing collateral inventory; place orders; track deliveries.
• Liaise with building management and vendors (cleaning, access cards, work orders).
• Manage office maintenance and liaise with vendors for repairs and services.
• Manage shipping/receiving and USPS/FedEx/UPS; postage meter oversight.

Events, Culture & Lunches

• Plan and execute office events and lunches (monthly team lunches, new-hire welcomes, celebrations, town halls, lunch-and-learns).
• Coordinate catering (menus, headcounts, dietary needs), room setups, and clean-up; track simple event budgets and invoices.
• Support culture initiatives (employee appreciation days, seasonal events, onsite volunteer drives).

Administrative Support

• Provide administrative support to executives, managers, and staff as needed.
• Scanning/copying/filing; light data entry and document prep.
• Support onboarding logistics (welcome packets, badges, desk setups).
• Maintain simple logs (visitors, work orders, supply inventory, seating chart); other duties as assigned.
• Manage the submission of expense reports related to administrative charges.

Qualifications

• 14 years of corporate reception/office admin experience (professional services a plus).
• Clear, professional communication and a polished, welcoming presence.
• Proactive and observant with a high degree of attention to detail.
• Strong organization and attention to detail; ability to juggle priorities and meet deadlines.
• Proficiency with Microsoft 365 (Outlook/Teams/Word/Excel/PowerPoint); comfort with Teams/Zoom room setups, copiers/printers, and shipping tools.
• Discretion with confidential information; punctuality and reliability are must-haves.
• Ability to stand/walk frequently and lift up to 25 lbs (supplies/packages).
• HS diploma/GED required; BA/BS preferred.
• Onsite role, five days a week (not remote)

Additional Information

Job Type: Full-Time

Hourly Rate: $20/hr - $24/hr + Bonus Eligibility

Hours: 8:30-5:00 PM EST

Your information will be kept confidential according to EEO guidelines.

SOCOTEC is an Equal Opportunity Employer.