Job Title: Office Administrator / Receptionist
Location: Albany, NY
Work Arrangement: Fully Onsite
Duration: 6 Months – Contract to Hire (C2H)
Work Schedule: Monday – Friday, 8:00 AM – 5:00 PM
Work Hours: 45 Hours per Week
Preference: Local candidates highly preferred
Job Description
We are seeking an experienced Office Administrator / Receptionist to provide administrative and front-office support for a large project office in Albany, NY. The ideal candidate will serve as the face of Deloitte, representing the firm's culture and professional standards while delivering exceptional customer service to staff, clients, vendors, and visitors.
The candidate will support daily office operations, manage reception activities, coordinate meetings and events, maintain office supplies, and assist the Office Manager with administrative responsibilities.
This position requires the resource to work fully onsite, Monday through Friday, from 8:00 AM to 5:00 PM.
Mandatory Required Skills
- Ability to serve as the face of Deloitte, representing firm culture and standards to staff and guests.
- Minimum 3+ years of experience as a Receptionist in a large office environment or Administrative Assistant supporting senior executives or C-suite executives.
- Fundamental computer skills, including Microsoft Outlook, Word, Excel, and PowerPoint.
- Excellent interpersonal, communication, and customer service skills.
- Ability to anticipate problems and take initiative.
- Strong organizational, prioritization, multitasking, and time-management skills.
- Ability to work effectively in a team environment.
- Comfortable adapting to new procedures, sudden schedule changes, and evolving project requirements.
- Ability to communicate respectfully across diverse teams and demographics.
- Must be legally authorized to work in the United States without requiring employer sponsorship now or in the future.
- Must be available to work onsite 45 hours per week, Monday through Friday.
Preferred Skills
- Experience coordinating complex meeting logistics across multiple time zones.
- Ability to book meeting rooms, anticipate scheduling conflicts, and resolve them proactively.
Roles & Responsibilities
Reception & Front Office Management
- Provide administrative support for up to 200+ staff members working in the project office.
- Manage front-desk reception and greet clients, vendors, and visitors.
- Issue visitor badges and escort confirmed guests when necessary.
- Enforce office security procedures and manage security badge access.
- Issue temporary visitor passes and assist staff with badge-related issues.
- Maintain visitor logs and manage badge inventory.
General Office Administration
- Manage incoming and outgoing mail and packages.
- Submit maintenance requests to building management as needed.
- Operate workspace reservation software to manage conference room bookings.
- Collaborate with other Deloitte offices for events, resources, and administrative support.
Office Management Support
- Monitor and maintain office supply inventory, including kitchen and refreshment supplies.
- Maintain refreshment equipment in clean and serviceable condition.
- Coordinate with vendors for equipment servicing and supply replenishment.
- Maintain updated legal postings.
- Ensure compliance with health and safety policies and procedures.
- Address and coordinate building maintenance and technology-related requests.
- Work with the PMO to distribute office-related announcements regarding facilities, health, and safety.
Meeting & Event Coordination
- Manage the office calendar and coordinate meetings for project leadership, including Deloitte Partners and Managing Directors.
- Coordinate conferences and attend department meetings when required.
- Arrange catered meals for office staff as requested by project leadership.
- Organize office functions, meetings, conferences, entertainment, receptions, and dinner arrangements.
- Independently manage event logistics with minimal direction from project leaders.
