What are the responsibilities and job description for the Infrastructure Office Administrative Assistant position at Newlink®?
Administrative Support
- Assist with administrative duties such as creating Purchase Orders (POs) and managing office supplies and purchases (subject to approval).
- Answer the central telephone line and direct calls accordingly, ensuring a professional and efficient communication flow.
- Greet visitors and clients, ensuring a welcoming and professional reception area.
- Manage and distribute incoming correspondence and packages to appropriate parties
- Ensure common areas are properly stocked and maintained, including supplies, coffee machines, water dispensers, and kitchen areas.
- Monitor and arrange the maintenance of office machines (e.g., printers, coffee machines, etc.), ensuring functionality and upkeep.
- Coordinate the pickup and drop-off of office equipment and packages.
- Liaise with vendors for office maintenance, cleaning, and repairs, ensuring compliance with building requirements and company policies.
- Oversee vendor compliance, including managing Certificates of Insurance (COIs) for building access and services
- Work closely with the Office Manager to manage relationships with building management and security.
- Assist in the coordination of office-related projects, including construction, office relocation and other major office transitions.
- Support the People department in maintaining office policies, rules, and updates on the People page in Notion.
- Maintenance and update office-related contact lists
- Contribute to the maintenance and update of the annual holidays calendar, ensuring accuracy in Outlook and Notion, and communicating this information via Teams channels.
- Manage the end-to-end travel booking process (flights, hotels)
- Ensure the travel booking process is up to date in SharePoint and that “How-To” guides are clear and accessible for staff in Notion.
- Assist in coordinating on-site and external events, including client meetings, business visits, and any other office and business events as needed,
- Manage catering requirements for events and meetings, ensuring smooth logistics and adherence to company and building standards.
- Collaborate with the People department to handle Miami office communications related to building updates, employee birthdays, anniversaries, and special occasions.
- Contribute to updating and maintaining the US offices’ Organizational Chart.
- Serve as a team member of the Office Emergency Response Team, ensuring readiness and effective communication during emergencies.
- Oversee the Office Emergency Communications in collaboration with the Office Manager
- Support to the People department in maintaining offline employee emergency contact information for Office emergencies such as Hurricane season, floodings, or any other information of such nature.
- Provide ongoing support to office staff with general administrative tasks needed to ensure smooth day-to-day operations.
- Assist with any special projects assigned by the Office Manager or People department.