Receptionist & Administrative Coordinator

About Us

American Exchange Group is an industry leader in fashion accessory products and brand management. By facilitating distribution to major retailers internationally for globally recognized brands, custom private label brands, and exclusive licensed brands—including footwear, tech wearables, watches, jewelry, handbags, fashion accessories, home, and beauty—American Exchange Group raises the bar by disrupting the status quo with value and quality while staying at the forefront of trends.

This 5‑day‑a‑week onsite role at our NYC Headquarters requires a highly organized, detail‑oriented Receptionist & Administrative Coordinator to support a fast‑paced fashion office. The ideal candidate is highly responsive, thrives in a high‑volume environment, and can manage multiple scheduling priorities while ensuring smooth visitor access and facility requests.

Hours:

8:45 am – 5:45 pm (standard week); shortened Fridays: 9:00 am – 1:00 pm during Summer; 8:30 am – 6:00 pm Monday–Thursday.

• Serve as the primary point of contact for incoming calls, visitors, and office inquiries.
• Own conference room calendars and scheduling across teams; manage conflicts and ensure efficient use of space.
• Coordinate internal and external meetings, including scheduling, confirmations, and logistics.
• Manage visitor registration through building portals; ensure all guests are properly registered and compliant with building policies.
• Greet and direct visitors, vendors, and partners while maintaining a professional front‑of‑house experience.
• Receive, sort, and distribute mail, packages, and samples daily.
• Maintain a clean, organized, and functional reception area.
• Provide calendar management support for team leaders, including scheduling, rescheduling, and prioritization.
• Proactively coordinate meeting logistics across Sales, Production, and Merchandising teams.
• Prepare basic reports, spreadsheets, and documents as needed.
• Support data entry, order tracking, and general administrative tasks.
• Submit and manage building work orders (maintenance, repairs, services) and follow through to completion.
• Act as liaison with building management for visitor access, service requests, and facility‑related needs.
• Maintain office supply inventory and place orders as needed.
• Assist with coordination of internal meetings and small office events.
• Support ad hoc operational and administrative projects as business demands.

• 1–3 years of experience in a receptionist, administrative, or office coordination role, preferably in a fast‑paced retail, wholesale, or fashion environment.
• Strong calendar management and scheduling experience in a high‑volume setting.
• Experience working with visitor management systems and/or building portals is a plus.
• Highly organized with strong attention to detail and ability to manage competing priorities.
• Clear, professional communication skills (in person, phone, and email).
• Proficiency in Microsoft Outlook (calendar management), Excel, and general office systems.
• Comfortable handling repetitive, process‑driven tasks with accuracy and speed.
• Team‑oriented with a proactive, “own it” mindset.

• Someone who thrives on keeping schedules, people, and logistics running seamlessly.
• Highly responsive and proactive—anticipates scheduling needs and resolves conflicts quickly.
• Comfortable managing structured processes (visitor logs, work orders) with precision.
• Positive, dependable, and solutions‑oriented in a deadline‑driven environment.

• Comprehensive Health & Wellness Benefits, including medical, dental, vision, and supplemental insurance.
• 401(k) Retirement Savings Plan with company match.
• Generous Paid Time Off (PTO) and paid holidays.
• Half‑day Fridays with shortened hours during both Summer and Winter seasons.
• Health Savings Account (HSA).
• Flexible Spending Account (FSA).
• Tax‑free commuter benefits.
• Exclusive employee merchandise discounts.

The anticipated base salary is $25–$30 per hour. Actual compensation will be determined based on a variety of factors including, but not limited to, experience, skills, education, internal equity, and location.

This position description is not intended to be and should not be construed as an all‑inclusive list of responsibilities, skills or working conditions associated with this position. While this description is intended to accurately reflect the position’s activities and requirements, management reserves the right to modify, add or remove duties as necessary. The compensation package is dependent on a number of factors, including, for example, experience, education, market data, and business needs.