Office Receptionist

Mada Luxe is a partner for the world’s most coveted brands and retailers. Across our fashion, lifestyle, and venture tech divisions, we distribute premium brands to major retailers around the world - investing in and developing brands, products, and technology where we see growing demand. Our platform is constantly evolving and expanding to meet the changing needs of the luxury consumer.

Our exclusive relationships, luxury expertise, operational excellence, and tech prowess are unmatched. As an end-to-end growth partner, we support our family of brands with everything from back‑office and logistics support to marketing, distribution, and growth strategies. With 15 years of sustained growth and experience, we continue to innovate and build the future of luxury that we envision.

The Office Receptionist will serve as the front-of-house anchor for our offices. This role is critical to creating a seamless daily experience for employees, visitors, and partners while keeping office operations running smoothly behind the scenes. Reporting to the Workplace & Culture Manager, the Office Receptionist will demonstrate exceptional attention to detail, will be forward‑thinking in problem solving and planning, and will take pride in maintaining a polished, welcoming workplace.

While primarily based on the 15th floor, this role will occasionally support our smaller 10th floor office as needed. The ideal candidate will be highly organized and have previous experience working in a luxury industry environment.

• Serve as the primary front desk presence on the 15th floor
• Greet and assist employees, guests, and visitors with a professional and welcoming demeanor
• Answer and route incoming phone calls
• Manage visitor check‑in and badging procedures using office systems
• Maintain a clean, organized, and client‑ready reception and showroom area at all times

• Conduct daily walkthroughs of office spaces to ensure cleanliness, safety, and functionality; proactively identifying and addressing issues such as lighting, temperature, cleanliness, or wear and tear
• Coordinate with building management for repairs, HVAC issues, and urgent maintenance needs
• Submit and track maintenance work orders through completion
• Handle minor repairs independently when appropriate, such as changing light bulbs or resetting conference rooms

• Liaise with third‑party vendors including cleaning services, building management, security, catering, and maintenance
• Request and track Certificates of Insurance as needed
• Ensure vendors meet company standards and safety requirements
• Coordinate special cleaning requests ahead of meetings or events

• Monitor office, kitchen, and pantry inventory and maintain appropriate stock levels
• Order office supplies, snacks, beverages, and event materials
• Stay ahead of office needs and anticipate replenishment before items run low

• Manage conference room bookings and calendars
• Assist with desk seating coordination and temporary workspace needs for visiting employees or partners
• Reset and prepare meeting spaces as needed throughout the day

• Assist with in‑office meetings, employee events, and internal gatherings
• Support ordering, set‑up, breakdown, and post‑event cleanup
• Coordinate catering deliveries and ensure smooth execution on event days
• Manage incoming and outgoing mail and packages
• Provide basic A/V support for conference rooms and meetings
• Assist with employee onboarding logistics and general office administration

• 1‑3 years of experience in office operations, facilities coordination, hospitality, reception, or customer service roles

• Proficiency in Microsoft Office, including Outlook and Excel
• Familiarity with Google Workspace preferred
• Comfortable learning office management and booking platforms

• Strong interpersonal and communication skills
• Ability to interact professionally with employees, vendors, and senior leadership

• Ability to lift up to 40 to 50 pounds
• Comfortable moving furniture, restocking supplies, performing basic cleaning tasks, and assisting with setup of meeting and event spaces

• Highly proactive and detail‑oriented, adept at self‑organization
• Able to work independently and prioritize tasks throughout the day
• Comfortable being the primary contact for urgent problem‑solving tasks related to the offices
• This role is fully on‑site in New York City, five days per week
• Must be comfortable working in a fast‑paced office environment