Office Administrator

Role Overview

A professional alternatives provider is looking for a proactive Office Administrator to keep daily office activities running smoothly in a busy New York City Metropolitan Area workplace. The position is focused on supporting employees, guests, and leadership with a high level of organization and service.

Key Responsibilities

• Act as the main reception contact by greeting visitors, handling incoming questions, and organizing meeting room use.
• Maintain day-to-day relationships with office vendors and suppliers, focusing on dependable service, cost control, and contract coordination.
• Arrange business travel, help resolve issues with travel booking platforms, and coordinate with preferred hotel partners according to company policy.
• Monitor office supplies and inventory, including placing orders, tracking deliveries, and managing stock levels.
• Set up meeting rooms and assist with audiovisual or equipment issues, working with IT support when required.
• Support onboarding for new hires by preparing welcome materials, giving office tours, and helping them understand the workplace.
• Oversee the general condition and smooth operation of the office, coordinating with building management when needed.
• Handle office access control and act as the key contact for security-related matters.
• Work with catering providers to support office meetings and events.
• Provide administrative assistance to leadership and collaborate across teams to improve operational efficiency.
• Help plan and execute internal events, team-building activities, and employee engagement programs.
• Coordinate with administrative colleagues across global locations to ensure consistent practices and standards.

Candidate Profile

The ideal applicant is highly organized, adaptable, and service-minded, with the ability to manage multiple priorities in a fast-paced professional setting. Strong attention to detail, clear communication, and a proactive approach are essential.

Experience and Skills

• At least 3 years of experience in office coordination, office administration, facilities support, or a related operational role.
• Prior experience handling reception or front desk responsibilities in a professional environment.
• Strong multitasking and organizational abilities, with a keen eye for detail.
• Excellent verbal and written communication skills and strong interpersonal judgment.
• Hands-on experience working with vendors, suppliers, and external service providers.
• Comfortable using Microsoft Office tools, including Excel.

Why This Role May Appeal to You

This opportunity offers the chance to contribute meaningfully to a collaborative workplace by supporting both office operations and employee experience.