Financial Services firm in Midtown, Manhattan is looking to hire a Temporary Permanent Office Administrator. The Office Administrator is the glue in the office. You will manage administrative tasks as well as help to cover reception. This role requires someone in office Monday - Friday and available between 8am - 530 pm with flexibility to come in earlier if there is a morning meeting. Attitude and resourcefulness are key to be successful in the role.
Responsibilities:
Coordinate the day-to-day front office administrative and facility related activities
Provide secondary reception and telephone coverage
Professionally greet and direct all visitors, including clients and vendors
Maintain the firm's reception, kitchen, conference rooms, supply, mailroom and printer areas
Handle incoming calls in a professional and courteous manner
Stock kitchen, supply room, printer locations and restrooms maintaining all in a neat and organized fashion
Coordinate catering needs for client and other office meetings
Provide general support to visitors
Liaise with the property manager's office and coordinate facility maintenance services
Manage all vendor COI submittals through property management's portal
Schedule and oversee all vendor maintenance work
Responsible for facilities onboarding (key fob access, ID badge management and desk setup)
Manage all remote visitor access and desk setup processes
Perform filing, printing and data entry
Maintain all office equipment and coordinate maintenance service calls (i.e. binding machine, shred bin, scanner, fax, copier, printers);
Update and distribute company telephone directory
Update and maintain various internal employee and vendor lists
Assist with updating and maintaining office policy and procedure manuals
Interact regularly with other departments to coordinate meetings and distribute company information
Coordinate the ordering of company print materials including business cards and letterhead
Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
Organize domestic and international couriers
Order office supplies and maintain office supply inventory
Maintain office records and other documentation thoroughly and accurately, in accordance with company policies
Bind marketing materials
Provide administrative and coordination support for various business office projects
Ensure completion of all office logs including sign-in and security procedures
Available for after-hours office emergencies as needed
Other duties to be assigned by the Director, Global Administrative Services.
Qualifications:
2+ years of administrative experience in a corporate setting
BA degree strongly preferred
Strong MS Office Skills (Word, Excel, Outlook and PowerPoint
Written skills must be excellent, ability to communicate across the board in a professional and courteous manner;
Demonstrate ability to coordinate multiple projects concurrently including providing necessary project status follow-up
Strong work ethic and comfort level working in a high-volume environment
Ability to work independently while fostering a collaborative environment and functioning in a team structure
Excellent customer service skills and strong attention to detail
Professional disciplined and organized work style
Punctuality and reliability are essential
Courteous and professional demeanor required
Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive manner
Hours are 8:30am-5:30pm with occasional OT.
Compensation/Benefits:
Paying between 75K - 95K DOE + Discretionary Bonus + Great Benefits
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
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Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com .