Reception & Office Assistant

f59a4f5e-2cbd-4235-841a-4b19ad934058

Location: New York, NY
Employment type: full_time
Compensation: 55000.00 to 65000.00 (USD) Annually
Source: adp

Dreamwear is a leading wholesale intimate apparel and sleepwear company working with iconic brands such as Juicy Couture, Laura Ashley, Danskin, Nautica, and many more. Our longstanding global partnerships enable us to deliver beautifully designed, high-quality products with speed, value, and exceptional execution, making Dreamwear a trusted partner to many of the world's leading retailers. Learn more at dreamwear.com.

We are seeking a Reception & Office Assistant to provide front desk coverage while supporting Human Resources, office operations, package coordination, and other administrative needs across Dreamwear. Reporting to the HR Manager, this role will serve as a visible point of contact for employees, candidates, new hires, visitors, and business partners while also owning a defined set of behind-the-scenes responsibilities.

The ideal candidate is warm, professional, organized, and comfortable balancing a high-visibility reception environment with detailed administrative work. This person should be proactive, responsive, able to shift priorities throughout the day, and confident communicating with employees and guests at all levels.

Reception & Front Desk Support:

Provide front desk coverage and serve as a welcoming, professional first point of contact for employees, candidates, visitors, buyers, and other guests.
Greet and coordinate candidates arriving for interviews; notify hiring managers and HR, prepare interview rooms, and assist with interview-day logistics.
Greet new hires on Day 1 and help ensure a smooth arrival and onboarding experience.
Answer and route incoming phone calls and field general employee and guest questions.
Receive, distribute, and mail packages; coordinate FedEx, DHL, UPS, and other shipments.
Order lunches, snacks, coffee, and other refreshments as requested.
Provide back-up coverage for the Senior Office Coordinator and support continuity of front desk operations during PTO, lunch periods, meetings, and other absences.

Package & Sample Coordination:

Create packing list sheets for shipments to factories, enter tracking information, and communicate shipment details to factories for customs awareness.
Sort Stock TOPs (Top of Production Samples) from Product Development packages; remove items from polybags and distribute them to the appropriate mailboxes for pick-up.
Assist with sample coordination and distribution as requested by the Sales and Product Development teams.
Support the transition and ongoing coordination of additional TOP-related responsibilities as assigned.

Conference Room, Showroom & Office Support:

Check conference rooms and showrooms throughout the day to ensure spaces are clean, organized, stocked, and ready for meetings.
Coordinate room cleaning with office maintenance staff and submit building tickets when escalation is required.
Check room technology and equipment and report issues requiring IT support.
Replenish supplies in conference rooms, showrooms, supply closets, kitchens, and bathrooms; remove unneeded or discarded materials.
Assist with general office projects and operational needs as assigned.

HR Assistance:

Partner with HR and hiring managers to coordinate onboarding logistics for new employees:
- Coordinate IT requests, IT orientation, HR orientation, systems training, department orientations, benefits orientations, and other required onboarding sessions.
- Draft and finalize first-week schedules and send applicable calendar invitations, including onboarding meetings, 2-week check-ins, and 60-day reviews.
- Coordinate new hire workspace set-up, including seat location, name tags, supplies, company equipment, desk needs, and other special requests.
- Coordinate with Graphics on new hire headshots for FileMaker and work with building management to maintain employee keycard records and photos.
- Assist with onboarding follow-up and track outstanding items with HR, managers, IT, and office teams.
Support HR with miscellaneous administrative projects, employee communications, document preparation, filing, scheduling, and other coordination as needed.
Update monthly templates for Company Newsletters and Town Halls.
Assist with company events, both in-office and external.
Support administration of Dreamwear's emergency plan, including reviewing applicable procedures with new hires.

* This job description is not intended to be exhaustive. Duties and responsibilities may be changed or modified at any time at the discretion of management.

Qualifications:

• Must be able to work in our Midtown Manhattan office five days per week during established front desk coverage hours, including an unpaid lunch break.

• Prior reception, office administration, HR coordination, customer service, or similar experience preferred.

• Strong customer service orientation and ability to create a welcoming experience for candidates, employees, and guests.

• Excellent verbal and written communication skills.

• Highly organized, dependable, and able to manage multiple priorities in a fast-paced environment.

• Ability to maintain a professional demeanor and exercise discretion when handling employee or confidential information.

• Comfortable handling a high volume of FedEx, DHL, UPS, and other shipments.

• Proficient in Microsoft Word, Excel, Teams, and Outlook; Mailchimp and Canva experience a plus.

• Bilingual Spanish preferred.

Compensation & Benefits:

The base salary range for this role is $55,000–$65,000.

The base salary range represents the low and high end of the anticipated salary range for this position. The actual salary offered will depend on numerous factors including, without limitation, experience and business objectives.

Our base salary is just one component of our total rewards package that also includes other health and wealth benefits including: medical, dental and vision insurance; pre-tax commuter/parking and other flexible spending accounts; paid time off plus many additional holidays; 401(k); gym discount; and more.