Office Services Assistant

New York, NY

Summary

The Office Services Assistant supports office administrative functions and processes with assistant, backup and coordination duties. Assists with planning and coordinating office-wide processes such as facilities maintenance, moves, equipment installation, and other events or projects with internal and external stakeholders.

Key Responsibilities

• Dispatch work to the maintenance team and to the vendors
• Assist with internal moves which involves checking offices, following up on what is needed (i.e. painting, shampooing of rugs etc.). This includes pulling keys and delivering them to occupant once the move is completed; as well as ensuring the occupant is settled and all is in order
• Direct the maintenance staff, as well as, vendors and/or vendor employees regarding repairs, cleaning services and conference room set-ups via the Dispatching Application
• Prepare Security Access via landlords’ application system
• Accommodate visiting office request, ensure office readiness, make sure visitor caddie and technology request in place
• Reserve Freight Elevators and Loading Docks needed for outside vendors
• Ensure Certificates of Insurance, for all vendors, are updated and accurate prior to allowing them access to our premises
• Involved with the preparation of offices/desks for new hires and visitors
• Responsible for follow up and upkeep of floors, including checking rest rooms
• Prepare purchase orders for nameplates and flower orders
• Review and prepare invoices for payment
• Open and distribute mail for Office Services and others, as needed
• Ensure that the department has sufficient supplies and equipment is in working order. Back-up to Office Services, Maintenance, Space Allocation and the Stockroom teams. Back-up to Office Services in Melville Office
• Post Human Resources announcements, such as, “In The News”, etc. (as needed) to all Pantry and/or copy areas, as well as upkeep of the lobby directory
• Filing of Security Access, Flower Orders and Nameplates
• Maintaining/organizing the Key Cabinet system
• Type and distribute the “Moves of the Day” informing various departments of any internal moves that took place for the day
• Help with the day-to-day operations of the Office Services, Maintenance and Stockroom departments
• Work closely with the Maintenance Coordinator, Sr. Supervisor and Manager on all special projects
• Help provide top notch quality work and outstanding service to our internal and external clients

Knowledge, Skills & Attributes

• Positive team builder
• Excellent interpersonal skills both oral and written
• Problem Solver
• Strong Phone skills
• Strong organizational skills and ability to follow through on pending open tasks
• Strong time management skills
• Strong multi-tasking skills and ability to work well under pressure and meet difficult deadlines
• Ability to handle stressful situations, difficult individuals and various personalities
• Strong team player, motivated, positive attitude and high energy
• Maintain a professional, helpful and courteous disposition at all times
• Working knowledge of Microsoft Word and Excel

Education & Experience

• 3-5 years’ experience of working in a busy office environment

Physical Activity/Other Miscellaneous

• Ability to work extended hours, when needed
• Maintain flexible hours, when needed
• Ability to perform light lifting (up to 10 lbs.)
• Ability to cross train in other departments