Office Manager / Admin Assistant

New York, NY

Posted: 10/05/2018 Job Number: 11416363
Client is searching for an Office Manager/Administrative Assistant to focus on the organization and
administrative duties of the firm. The candidate should create a welcoming work environment for
employees and guests to the office.
The duties of the office manager include greeting and seating guests, calendar management for firmwide functions and that of the CEO, CFO and COO, maintaining office supplies and organization of the pantry as well as providing general administrative support to our employees. Previous experience as an office manager at a financial firm is recommended. The office manager candidate should also have
experience with a variety of office software including the Microsoft Office suite with a focus on Outlook,
Excel and Word.

The Office manager should be able to ensure the smooth running of the office and help to improve
company efficiencies and day-to-day operation.

Responsibilities include:
Serve as the point person for the following tasks:
o General maintenance of office and pantry
o Mailing
o Supplies
o Equipment
o Invoices
o General office phone
Schedule meetings and appointments
Maintain the condition of the office and coordinate repairs as needed
Organize office operations and procedures
Coordinate with IT department on all office equipment
Manage invoices and ensure payments are made in a timely manner
Coordinate creation and approval of expense reports monthly
Welcome guests and seat them in conference room
Coordinate travel for employees on an as needed basis
Address employee' s queries regarding office management issues (e.G. Stationery, Hardware and
travel arrangements)
Coordinate scheduling of vendors, including cleaning, deliveries and building services
Plan in-house or off-site activities
Requirements:
Proven experience as an Office manager, Receptionist or Administrative assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel, MS Outlook and MS Word in particular)
Experience with Concur and QuickBooks or similar expense and accounting software is
recommended
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills

Ashley Maldonado

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