Front Desk Coordinator

Front Desk Coordinator

AKA NYC is an award-winning, fully integrated advertising agency with unparalleled expertise across the arts & entertainment, leisure, travel, retail, and tourism sectors. With a focus on creativity, innovation, and consumer experiences, we have a proven record of delivering cross-platform campaigns that get results for new brands and iconic institutions alike. Our clients include Harry Potter and the Cursed Child, The Metropolitan Museum of Art, &Juliet, New York Botanical Garden, YMCAs of Greater New York, and many others. 

We are seeking a Front Desk Coordinator who can deliver exceptional customer service to our clients and team. The ideal candidate will possess exceptional intrapersonal skills, be a natural problem-solver, and have a keen eye for detail. They will proactively anticipate the needs of our clients and team, ensuring an unparalleled level of service and a welcoming office environment. 

Reporting to the Head of Talent and Culture, the Front Desk Coordinator is a full-time non-exempt position. This position is fully on-site in our office in Times Square, Monday - Friday from 9AM-5:30PM.  

For candidates seeking flexibility, we are open to considering a part-time arrangement (approximately 2-3 days per week). If you are interested in a part-time schedule, please indicate this in your application.

WHAT YOU’LL DO: 

• Serve as first point of welcome: Greet and assist clients, vendors, visitors, guests, and colleagues with warmth and professionalism. Answer incoming phone calls and direct inquiries appropriately.
• Foster a welcoming environment: Approach all interactions in a courteous, attentive, thoughtful, and client-focused manner. Ensure the front of house is consistently tidy, professional, warm, and inviting.
• Oversee Meeting Room Logistics: Manage meeting room calendars, coordinate setups, and maintain cleanliness and organization. Maintain a working knowledge of all meeting room AV equipment and assist when needed. Coordinate the setup, cleaning, and organization of office meeting rooms.
• Manage Catering: Organize, order, and facilitate all office catering for client meetings and internal office needs. Setup the catering and clean up after events.
• Manage Office Supplies and Pantry: Monitor and maintain supplies including pantry items, drinks, food, lightbulbs, and copy paper, ensuring the office is always well-stocked.
• Manage Kitchen Organization: Maintain a clean and organized kitchen by unloading the dishwasher and addressing day-to-day needs, supplementing the work of mid-day and end-of-day cleaners.
• Perform Office Inspections: Conduct regular checks for maintenance issues such as burnt-out lights, copier refills, and kitchen cleanliness. Maintain the cleanliness of the kitchen area.
• Maintain Storage Spaces: Keep storage areas organized and ensure inventory is current.
• Coordinate Mail and Deliveries: Handle all incoming and outgoing mail and packages, including managing FedEx and messenger pickups.
• Prepare Internal Communications: Draft and distribute internal communications as required.
• Provide General Support: Perform additional duties as assigned to contribute to the smooth operation of the office. 

WHO WE'RE LOOKING FOR: 

• 1-2 years of experience in a high-level customer service role, such as luxury hospitality, fine dining, high-end retail, or exclusive events.
• ​​​​​​​Familiarity with theatre and/or the performing arts is a significant plus.
• Excellent interpersonal and customer service skills and eagerness to provide warm, genuine, knowledgeable, and friendly service to clients, staff, and guests at AKA.
• Experience working with Mac iOS and Windows operating systems.
• Excellent verbal and written communication skills.
• Demonstrates initiative by anticipating needs, maintaining organization, proactively solving problems, and contributes to efforts that enhance the guest experience.
• Thrives in a fast-paced environment and can pivot quickly when priorities shift.
• Has a meticulous eye for detail, ensuring nothing is overlooked in maintaining a professional and welcoming office environment, 

WHAT WE OFFER:

• A competitive salary between $50,000 - $60,000, commensurate with experience
• A generous PTO policy
• 1/2 day Summer Fridays 
• 100% employer-paid healthcare for employees
• 100% employer-paid dental care for employees
• Flexible working hours
• Hybrid position: minimum three days per week in office
• WFA for set weeks during the year
• Training and Development fund per employee
• Paid parental leave to a maximum of 12 paid weeks
• Student loan repayment assistance (or tuition assistance) with years of service
• Paid sabbatical with years of service
• Pet-friendly office

A Note on Diversity and Inclusion

At AKA we believe our team is at its best when we reflect the diversity of our community. We strive to hire and cultivate the best talent so when recruiting we work to actively reach and engage a wide community of people. We’re passionate about creating an inclusive workplace that promotes and values diversity. We believe a diverse team makes us smarter, more creative and helps us better understand the needs of the audiences we target with our campaigns.

AKA is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity or expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or other class protected by applicable law.

AKA NYC requires all new hires to be fully vaccinated against COVID-19 prior to the first date of on-site work. As required by applicable law, AKA will consider requests for Reasonable Accommodations.  

Sound like a good fit? We’d love to hear from you! Please apply through our website. No phone calls or walk-ins, please.

Salary : $50,000 - $60,000