Office Administrator
Recognized for iconic New York spaces such as the Standard Hotel, the Boom Boom Room, the Ace Hotel and Le Coucou, Roman and Williams is an award-winning architectural and interior design firm in SoHo. Each of our projects demonstrates a detailed and comprehensive design vision, making each a unique guest experience. Roman and Williams is currently engaged in an international roster of projects in the cultural, institutional, hospitality, retail and residential spheres.
In December 2017, Robin Standefer and Stephen Alesch, Principals of Roman and Williams Buildings and Interiors, opened a luxury retail brand named Roman and Williams Guild featuring their own designs of furniture, lighting, and accessories for the home along with a highly curated selection of goods from all over the world. A modern-day guild of the senses, it’s also home to the exquisite French café, La Mercerie. Committed to quality, beauty, and endurance The Guild champions timeless design, natural materials, and masterful craftsmanship.
Our office is seeking an Office Administrator across both firms to work out of our joint office. With at least 2-5 years of professional experience in the field, applicants should possess a thorough knowledge of administrative tasks in an office setting. The ideal candidate will be proactive, hard-working, dedicated, a strong multi-tasker, and has strong organizational & communication skills. Additionally the candidate should feel comfortable managing a fast-paced environment, and have an overall positive demeanor.
Candidates must be willing to work in person in the Soho office and there will be instances where presence may be needed at the retail store or warehouse, which are all located within the NYC borough.
Reporting directly to the Operations Manager and the President, responsibilities will include but may not be limited to the following:
OFFICE MANAGEMENT:
· Answering phone lines and distributing messages accordingly.
· Greeting all office visitors and clients/vendors. This position is front facing in the office.
· Maintaining a tidy office space – Maintaining weekly, office cleaning and staff’s involvement in keeping the office organized and pristine for clients and visitors.
· Maintaining kitchen area, keeping it neat and orderly (coffee, drinks, stocked supplies, etc).
· Package/delivery distribution and management.
· Manage all messenger service processes and setup.
· Storage and archival organization. This includes organization and management of office project flat files and materials library.
· Help to maintain office contact lists and vendor communication.
· Coordination and support of all staff-related travel – Domestic and International. This includes all bookings with the travel agent, creating itineraries for the staff, and assisting with submitting all costs and Pos to the Accounting department for project billing.
· Help to manage the overall office calendar– Scheduling Meetings, managing the scheduling of any outside parties coming into the office, etc.
· Assistance with staff meeting preparation, which entails help setting up meeting rooms with necessary tools and IT capabilities, and assembly of materials for off-site meetings.
· Preparation for client meetings as it relates to office cleanliness, client meeting meals and presentation, and operations setup in advance of meetings. Flower arrangements when necessary.
· Support in planning all office outings and special trips or events for the staff.
· Managing office supplies – source, order and replenishment. Weekly walkthrough, report of supplies, and maintaining approvals as it relates to office budgets.
· Ad Hoc projects as needed
IT & OPERATIONS:
· Update and maintain all phone maintenance – including phone lists and updating all employees’ individual phones and voicemails.
· Coordination with all outside and internal IT vendors. Making appointments if any issues reported by the staff.
· Support management of all remote laptops and associated hardware/software needed by the staff for travel and off-site presentations.
· Printer and plotter maintenance and follow up with vendors for repairs and supplies needed.
· Managing cleaning services, repair services or building management
· Helping with office build out – Ordering handy men services, phone & IT maintenance as needed.
· Work with Management and IT Support to ensure all new employees are properly setup and assist with the onboarding process.
· Other Responsibilities as needed.
PRINCIPALS:
· Help maintain cleanliness and organization of Principal offices and all calls, packages, and outgoing items for both Principals in assistance to the Operations Manager.
· Weekly assistance with project-related samples for Principal review from RW or GUILD, etc.
PRESS:
· Assist with Roman and Williams press requests on an as needed basis, as directed by Operations Manger or President. This would include gathering or managing the use of RW collateral, such as firm and brand documents, project images, and/or information required to submit for press.
· Assist with organizing / updating marketing server files on an as needed basis, which includes filing all press requests and articles, as well as assisting with upkeep and content on the website.
ROLE REQUIREMENTS:
· Bachelor’s Degree preferred
· A minimum of 2-5 years of office assistant, receptionist or office coordinator experience
· Experience in Design or Retail organization a plus
· Proficiency in MS Office Suite – High Excel proficiency
· Strong written and verbal communications
· Strong Multi-Tasking ability
· Strong Organizational focus
· Very discreet and trustworthy
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