Office Administrator - Locals

Key Responsibilities: Reception and Office Administration Single point of contact and face of Client for the NYO for walk-up services from internal colleagues at reception and directing colleagues appropriately Switchboard operations for Client's main phone line. Manage the paging system and makes announcements as requested. Coordinate periodic testing. Maintain the reception area, including the desk area, guest seating area, and Client Center space and rooms very neat and organized. Manage inventory in the client beverage center, ensuring it is stocked properly with glassware and ensuring the equipment is in good working order. Manage visitors to the office, including registering guests for lobby security; greeting visitors, and making them feel welcome while notifying the host upon arrival. Manage Lost and Found Inventory Manage Mother's room key log Manage Temporary Access Badge log Maintain Playbook and reception handbook Assist with FedEx needs from colleagues Assist with receiving of packages and interoffice mail Manage inbox(es) requests: and others as required As time allows, assist colleagues with office administrative tasks such as data entry; updating office trackers and materials; daily facilities checklists, etc. Meeting Coordination Manage and track all internal and client meeting requests. Solve for and think through how to efficiently accommodate multiple competing room requests which may include looking for room options outside of controlled space Act as advisor to meeting organizers, assisting by email & live communications to ensure all meeting needs are met, making suggestions about optimal layouts, catering logistics, guest access, etc Act as 'Meeting Room Wrangler' when required. A) to negotiate with various meeting hosts to ensure all requests can be accommodated if possible and B) assist and advise consultant teams with bookings for team co-locations Highline Booking Protector and Advisor. Assists & advises teams with room set-up needs and corrals requests of the Highline functionality; confirms booking requests for the space Works with MMC Facilities to ensure the Client Center, Skyline Complex, and Highline are set up according to meeting host requirements Works closely with departments, such as L&D, Recruiting, and Events to advise and coordinate needs Maintain brochure and the full list of available rooms and capabilities, the Conference Center, and other floors for use in the conference room database Develop and maintain a productive working relationship with the Facilities team, AV Services, Conference Services, and ITS to enable the best support and outcomes for OW-hosted meetings. Client Center Manages requests for and prioritizes client meetings in the Client Center space Daily maintenance of rooms, including ensuring furniture and other room facilities are in good working condition and supplies are neatly available. work with ITS to ensure equipment is in good working condition. Liaise for ITS support as requested Provide catering options and help arrange approvals for inside freight delivery if required. Register visitors and/or guests Internal Meetings Assist colleagues with booking team room space and internal meeting space Work with ITS and OSA teams to ensure equipment and supplies are maintained Experience Required: Bachelor's degree or equivalent. Minimum of 1-3 years supporting a receptionist or 1-3 years working as an administrator in a high volume, fast-paced environment. Experience in management consultancy, financial services, and/or a similar professional services industry a plus. Strong proficiency in Microsoft Office and Outlook. Experience with applicant tracking systems a plus. Skills and Attributes: Self-Starter with excellent client services skills Ownership mentality Problem solver Sense of urgency and ability to make good decisions under pressure Organized and excellent attention to details Flexible and able to adapt to change Collaborative and team player, positive attitude Excellent communication and interpersonal skills Good judgment Ability to maintain confidential information in a professional and discrete manner Task oriented, able to handle a heavy work volume and meet deadlines

Created: 2024-10-29