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14 Jun 2022

Full-Time Office Administrator

sbandler – Posted by sbandler New York, New York, United States

Job Description

Purpose of the role

Employ a well-organized and responsible office professional to assume the position as Office Administrator. This person should have a background in office administration, with experience interfacing with clients. This role requires a highly motivated self-starter who understands the overall day to day needs of a fast paced and forward-thinking environment. They will interact daily with all employees, firm guests & vendors and may be asked to provide ad hoc administrative support.


Responsibilities and duties (include but not limited to)

  • Oversee front desk reception:
    • Register clients & firm guests with building security, greeting guests as they arrive and directing them to their destination
    • Monitor incoming business calls and routing to appropriate departments
    • Receive and sort mailings and deliveries
  • Organize and schedule meetings, client events, conference rooms, conferences
  • Maintain senior management meeting calendars and assist with meeting facilitation
  • Perform functions such as filing, copy/faxing & maintaining supplies
  • Maintain relationship with building management, monitoring the office environment for any additional needs – ensure the work environment is safe and secure
  • Ensure reception & pantry are clean, orderly, and stocked properly at all times
  • Monitor and receive mail, invoices and other materials. This may include lifting, sorting, and/or distributing packages of various weights and sizes
  • Maintain company information files, and databases such as floor plans, contact information & vendor information
  • Prepare reports, proposals, correspondences & presentations as needed by various teams (Sales, Business Management, HR etc).
  • Coordinate domestic and international business travel & accommodations for executive & senior team members
  • Work closely with finance to reconcile business expenses and vendor statements


Provide additional admin support in the following functions:

  • Recruitment
    • Coordinate and schedule interviews for open roles; liaise with agency recruiters on scheduling and sending meeting confirmations as needed
    • Ensure candidate and internal interviewer both attend the meeting
    • Manage recruitment trackers
    • Create a feedback form for each role (MS Forms or Word Document); collect and compile interview feedback for hiring managers
    • Assist with resume sourcing as needed
    • Perform phone screens as needed (HR to advise)
  • Onboarding new hires and offboarding
    • New Hire on-boarding:
      • Facilitate building ID’s and office access
      • Organize and track training and certifications (ex.Thomson Reuters, employee handbook, information security) & CWOC
      • Forward various calendar invites including bi-monthly company meetings, all-hands & townhalls
      • Administer onboarding schedules, provide access to confluence page, and other employee applications as needed
      • Schedule employee 90-day review with Reporting Manager
      • Assist with new hire orientation, deck creation and meeting facilitation
      • Update office seating chart
      • Place order for business cards (as requested and approved by Manager)
    • Off-boarding:
      • Remove access to tools and applications (ex. in Thomson Reuters, etc) confluence page, office badge collection and deactivation
      • Facilitate the return of Pico equipment through FedEx and Corporate Infrastructure
      • Coordinate return of personal belongings from the office


  • Other responsibilities to include but not limited to:
    • Collaborate with regional Office Admin on global initiatives
    • Participate in various forums, task forces and committees as appropriate
    • Focus on employee engagement activities to help boost morale and in-office collaboration


Working Arrangements

This is an office based position.  Candidates are required to be in the office Monday-Friday from 8:30-5:30.

Job Categories: Equal Opportunities. Job Types: Full-Time.

Job expires in 79 days.

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