ROLE OVERVIEW
In the role of Office Administrator, in the New York office, it is anticipated that the employee be able to work collaboratively and effectively with team members, all levels of management, staff, clients, external partners / suppliers, and vendors. The employee will be responsible for the following:
Office Manager / Facilities Key Responsibilities:
- Coverage of the reception desk
- Professionally answer, screen, and route all incoming calls
- Greet guests in a professional, friendly, hospitable manner
- Maintain calendar schedule of guest visitor offices/desks and conference rooms
- Prepare conference rooms prior to guests’ arrival
- Assisting with coordination/setup of catering for meetings
- Courier Services, distribute packages and mail as delivered for the day: Maintain FedEx & Messenger Services
- Assist with organizing/tracking accounts payable invoices and submit for approval
- Assist in event planning
- Updating appropriate tracking documents
- Maintain and update front desk reception manual and visitor manual
- Serve as the primary point of contact for BAM facilities vendors, facilities quality, safety, compliance, and performance
- Serve as primary site liaison for Environmental Health & Safety compliance (as appropriate)
- Maintain physical appearance of office and ensure all facilities are in working order
- Communicate with building engineers or appropriate vendors to handle any repairs / other requests
- Manage preventative maintenance schedule for all facilities appliances (coffee & water machines, refrigerator, dishwasher, etc.)
- Stock all office supplies – ensure that everything is neat and proper daily (paper in all copiers, bathrooms, conference room etc.)
- Well-developed interpersonal and relationship building skills. Clear and concise communication skills, both written and oral with the ability to communicate effectively at all levels
Office Floorplan / Move Management:
- Manage seating / floorplan through online workplace planning tool (WISP and OfficeSpace) - Add, change, or vacate employees from office seating charts; Create possible scenarios to workout future seating possibilities for manager approval; Run reports as needed
- Facilitate moves and seating for new employees starting at the office, as well as visitors
- Assist in scheduling team for larger scale moves and coordination with
- Communicate with all users involved and reach diplomatic solutions among existing teams to place employees in the best seat possible for workflow
- Maintain Internal visits and appropriate systems for employees and Guests: Add visitors to Visit Tracker, enter all guests into building security portal, Communicate with IT with the visitor's desk locations, Track and reply to all visit emails pertaining to the location, Ensure Guest Desks are set up and stocked with basic supplies
Office Services:
- Order all necessary supplies for the office: kitchen, bathroom and other stock (monitor and order as needed)
- Handle all vendor deliveries – unpack as needed
- Business Mail, Shipping & Courier Service Needs: Ship out business/office related items; Distribute packages and mail as delivered for the office daily; arrange courier services as needed
- Assist with organizing/tracking accounts payable invoices and submit for approval
Support / Onboarding:
- Professionally answer, screen, and route all incoming calls; Greet guests in a professional, friendly, hospitable manner; Maintain calendar schedule of guest visitor offices/desks and conference rooms; Prepare conference rooms prior to guests’ arrival; Order catering for meetings, as needed for the business
- Onboarding support for new hires: Initial office supplies/desk set up
- Activate and deactivate employee ID cards in Kastle
- Work closely with all other BAM offices on business related ad-hoc project needs, requests, and all other coordination
- Special projects/event planning for business or office-related activities as assigned
Real Estate Management Duties:
- General upkeep of the office
- Eyes and ears on ground for Global Head of Real Estate and Corporate Services
- Liaison with Building Management on utilities, services, maintenance requests, office floorplan move management etc.
All Members – Corporate Services:
- Acting member of Global Corporate Services team
- Work collaboratively with Global Corporate Services Team on Firm Wide Events and Initiatives
- Liaise with Management Accounting department on Corporate Credit Card program
- Participate in monthly team meetings
- Provide weekly updates to align office activities and goals and report on office performance and any issues
- Systems: Microsoft Office; Outlook, Word, Excel, PowerPoint, OfficeSpace, SailPoint, access management
QUALIFICATIONS & REQUIRMENTS:
- 3-5 years of office administrative experience, preferably within financial services
- Excellent verbal and written communication and organizational skills
- Demonstrate multi-tasking and project management skills
- Strong attention to detail
- Must be team-orientated, trustworthy and display strong follow-through
- Maintain a sense of urgency and can prioritize appropriately
- Works independently, but properly escalates when necessary
- Professional and positive attitude
