POSITION: Office Administrator
JOB TYPE: W2 with NSC Global
START DATE: IMMEDIATELY
LOCATION: White Plains, NY
Purpose of Role:
Act as the first point of contact for visitors and clients in a respectful and professional manner, provide refreshments and maintain the appearance of both the reception area and office as a whole.
Answer all incoming telephone calls and redirect as necessary. Keep an accurate record of calls taken and ensure all messages are forwarded accordingly.
Manage travel requests and to run the everyday office requirements.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Answer and transfer all calls to the relevant staff member and leave accurate messages (full name, company and contact number) when necessary.
Meet and greet clients, offer refreshments and ensure the relevant person is aware of their arrival.
Maintain the appearance of the reception area and whole office.
Take bookings for meeting rooms – update the system.
Distribute all incoming mail and faxes to the appropriate staff member. Send all outgoing mail at the end of the day.
Organizing couriers when required.
Manage the extensive National and Global Travel, including hotels and flights.
Provide support for the overflow of administration duties for staff in office.
Ensure the kitchen and stationery is stocked, tidy and ordered when necessary.
Occasional support other Department when required.
OBJECTIVES OF ROLE:
Keep a log of all messages taken and ensure 100% accuracy for both contact number and name via email.
Always provide a high level of customer service in a respectful and professional way.
Pick up other tasks as required while meeting the above performance requirements.
Ensure the kitchen is stocked and tidy (twice a day).
Work with your manager and the Purchasing Dept. to maintain stock levels of all office stationery, refreshments and equipment.
Take responsibility of keys for the building, maintain, log and distribute as necessary.
Keep the office tidy and safe for all employees.
Maintain Office Cleaning Contracts, certain areas of the Office Alarm Contracts – be the point of contact for alarm resets and the cleaning company.
Organize Service Engineers when alarms fail.
Be the primary contact in respect of all maintenance matters, coordinating Office Maintenance & Repair works as necessary within deadline and budget.
Ensure all appropriate Insurance Certificates are on display plus any safety issues such as servicing of Fire extinguishers.
Ensure all appropriate Emergency Evacuation information is on display both in reception area and all nscglobal fire exits.
Fire Marshall/First Aider.
Professional at all times. Confidential and respect for privacy in all matters.
Sound common sense, judgment and sensitivity when dealing with difficult and contentious issues.
Good management skills to manage their own time effectively.
Highly developed organizational skills with a particular emphasis on accuracy and attention to detail.
Excellent communication and influencing skills both oral and in writing, to deal with difficult queries and to explain issues with a high level of tact, patience and diplomacy.
The ability to operate effectively under pressure and to remain professional and calm in a crisis.
Computer literacy and good keyboard skills (Microsoft applications) with excellent knowledge of Word, Excel, PowerPoint and Internet/Intranet.