What are the responsibilities and job description for the Administration Assistant - 202472 position at Numa Management Associates LLC?
Job duties include:
- Coordinate all staff moves at New York City Office.
- Schedule and track conference room set ups, office moves, workstation setups to ensure spaces are properly maintained and prepared for scheduled activities.
- Ensure that all work performed meets contracted guidelines and inform supervisor of any problems.
- Acting as a liaison between departments to ensure smooth scheduling of office activities.
- Supervise and ensure that mailroom operations operate smoothly and that only authorized personnel access the mailroom.
- Ensure timely completion of courier services and create tracking system.
- Coordinate with Facilities staff to ensure workspaces are properly set up, including furniture, nameplates, and essential supplies.
- Create procedures for next steps if DFS staff are non-compliant.
- Maintaining schedules, logs, and reports related to office operations.
- Oversee building (agency) ID system, building access, and visitor information. Run regular reports to provide to supervisor.
- Assist in maintaining active staff drawings and occupancy reports.
- Manage conference room reservations and shared office spaces to optimize utilization.
- Communicate scheduling updates and workspace changes to relevant departments.
- Support general administrative tasks related to Facilities operations.
- Work closely with Emergency Management teams to ensure fire safety team assignments (e.g., fire marshals, search teams, PINA list) are accurately recorded.
