Office Coordinator

Position: Office Administrator/Coordinator

Duration: 9-12 Month Contract with the possibility to convert full-time

Rate: 30-33/hr.

Location: NY, NY

Start Date: ASAP

Benefits: Medical, dental, vision, 401K options

Company Overview:

The Office Administrator will support a large corporate office in New York, NY as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity, and this line of business offers room for growth. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

Must Haves:

• Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.
• 3 years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)
• Experience with facilities management (i.e. ordering office supplies, inventory, facilities management coordination, etc.)
• Planning office events, ordering catering, holidays parties, etc.
• Maintaining office common spaces/kitchen area
• Polished and professional
• Warm/Welcoming personality
• Tech savvy
• Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
• Multi-line phone system experience
• MS Teams/Zoom/Slack or similar video conferencing or communication tools

Day to Day:

• Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
• Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
• Preparing the office, catering, conference rooms etc. for visits from Executives ·
• Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
• Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
• Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date.
• Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.
• Provides assistance for new hire onboarding, completion of I-9’s, etc.
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.