Director First Impressions & Office Services

Client & Front Desk Experience

Deliver best-in-class service to clients, visitors, vendors, and internal teams in person, by phone, and via email.
• Manage front desk operations, including answering and routing incoming calls in a timely and professional manner.
• Maintain a welcoming, professional appearance of the front desk, meeting spaces, and shared office areas.

Office Operations & Facilities Management

• Oversee daily office operations, including kitchen, supply closet, printer room, and shared workstations.
• Monitor and replenish office and kitchen supplies (e.g., snacks, k-cups, Nespresso pods, coffee cups, utensils, paper towels, hand & dish soap, etc.); place orders for general and special requests as needed.
• Submit and track facilities and maintenance requests through the building management portal.
• Manage building access processes, including submitting employee badge requests and registering guests in the building security system.
• Maintain office equipment (copiers, scanners, fax machines) and coordinate service requests as necessary.
• Receive, sort, and distribute incoming mail and packages; manage outgoing mail and courier services.

Meeting & Event Coordination

• Maintain conference room calendars and assist with scheduling meetings and appointments.
• Coordinate in-house meetings and events, including catering, room setup, AV equipment, and cleanup.
• Assist with conference calls and collaborate with IT for technical support as needed.
• Support Office Services Manager with planning and execution of in-office events and employee engagement initiatives.

Administrative Support & Documentation

• Update and format office-related documents (e.g., Seating Chart, Fire Evacuation Plan, SharePoint content).
• Order and process business card requests.
• Develop and maintain efficient office systems and processes.

New Hire & Corporate Support

• Prepare workstations and coordinate equipment setup for new hires; distribute building access and provide office orientation support.
• Partner with HR and Corporate teams on company-wide initiatives, rollouts, volunteer drives, and engagement programs.
• Build and maintain strong working relationships across all levels of the organization.

General Administrative Support

• Perform additional office and administrative duties as assigned.

• High School Diploma or equivalent required, College graduate preferred.
• Strong work tenure of 5+ years of direct experience in an administrative/receptionist role.
• Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
• Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion.
• Outstanding team player willing to help at a moment's notice and a keen ability to prioritize urgent matters.
• Proficiency in using Microsoft Office products, including Word, Excel, PowerPoint, Outlook; database management, internet search engines and social media sites.

Necessary Attributes

• Detail oriented
• Positive attitude
• Professional and courteous
• Dedicated and hard working
• Outstanding team player with good interpersonal skills
• Ability to work in a fast-paced environment

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.

The expected salary range for this position (Director First Impressions & Office Services) in US-NY-New York is between $61,000 and $84,000 USD. This represents the typical salary range for this position and is just one component of Suffolk's total compensation package. Actual salaries may be based on several factors including, but not limited to, skill set, experience, education and other qualifications. Suffolk offers a comprehensive benefits package as part of its overall compensation strategy. Salary ranges may differ by geography and are reviewed regularly to reflect market trends.