About this role
The Role
IMG is looking for a part-time Office Administrator & Receptionist to keep our New York headquarters running smoothly and to be the welcoming first point of contact for everyone who walks through the door. You'll own the day-to-day operation of the office, from building access and deliveries to supplies, vendors, and meeting setup, so our space always reflects the IMG brand.
Success in this role means the office is organized, well-stocked, and guest-ready every day, deliveries and visitors move through without friction, and the team knows exactly who to go to when something needs handling. This is a great opportunity for a current student or early-career professional who wants hands-on experience in office operations and an inside view of a luxury design business.
Responsibilities
Office Administration (~70%)
- Keep the office running and presentation-ready, including supplies, pantry, office equipment, and general upkeep, so the space consistently reflects IMG brand standards
- Manage visitor, vendor, and employee building access through the building management system (PRISM) and serve as the day-to-day liaison with building management on maintenance and service requests
- Schedule, receive, and track deliveries, couriers, and pickups, coordinating timing with building management and adjusting your hours when a delivery window requires it
- Coordinate office vendors such as cleaning, maintenance, and equipment service; track service issues and route invoices to Accounting
- Book and set up conference rooms for on-site meetings, and support leadership when they are working from the NYC office by preparing rooms, materials, and guest hospitality
- Support events held at the office, including setup, catering coordination, guest check-in, and breakdown
- Partner with HR on new-hire logistics, such as preparing workspaces, arranging building access, and helping new team members feel welcome on Day 1
- Handle incoming and outgoing mail and packages, and keep office files, shared folders, and contact lists organized and current in Google Workspace
Reception (~30%)
- Greet clients, brokers, vendors, and guests with warmth and professionalism, and manage visitor check-in
- Answer the main office line and general inbox, and route calls, messages, and requests to the appropriate team member
Qualifications
- Prior experience is not required. Experience in any customer-facing setting (front desk, retail, hospitality, or a campus job) is a plus
- Reliable, punctual, and available to work on-site at our Midtown Manhattan office Monday through Friday during daytime hours, with flexibility to adjust occasionally for deliveries
- Working knowledge of Google Workspace (Gmail, Calendar, Drive, Sheets)
- Clear, courteous communication in person, by phone, and in writing
- Strong organization and follow-through, with the ability to manage several requests at once
- Discretion and good judgment when handling confidential information
- Ability to lift and carry packages and supplies up to [30] lbs