Part-Time Office Administrator

Job Title: Office Administrator

Location: 100% Onsite in Financial District

Job Type: Part-Time (16-24 hours per week)

Job Description: We are seeking a proactive and detail-oriented Office Administrator to manage and support a variety of office functions. This individual will be responsible for ensuring smooth daily operations, maintaining office supplies, handling administrative tasks, and supporting our team with various office management responsibilities. The ideal candidate will have prior office administration experience, proficiency in Microsoft Office Suite (Excel, Word, Access, PowerPoint), as well as familiarity with technology, social media, and AI tools.

Key Responsibilities:

Daily Tasks:

• Answer incoming calls and route them appropriately.
• Clean high-touch areas & surfaces (kitchen, conference rooms, door handles, fridge, bathroom).
• Replenish kitchen, bathroom, and office supplies.
• Handle incoming and outgoing mail—check the mailroom twice daily.
• Power on/off air purifiers.
• Ensure office phones are on holiday schedules as needed.

Weekly Tasks:

• Edit summaries and perform data entry.
• Source potential reviewers via Indeed and LinkedIn, send resumes to Elaine, and arrange interviews.

Monthly Tasks:

• Charge hotspots and start laptop in the large conference room for system updates.
• Assist with bookkeeping tasks such as billing (payment list & checks).

As Needed Tasks:

• IT support—troubleshoot phone/computer issues.
• Create FedEx labels and order office supplies.
• Restock office supplies and reorder as needed.
• Order company checks.
• Log workpapers on tracker and Access.
• Serve as the building management point of contact.
• Order marketing materials (pens, hats, shirts) for Justin.
• Send out marketing mailers for Justin.
• Manage stationery orders.
• Update CRM, Access, and ShareFile with new clients/employees or delete outdated contacts (data entry).
• Reorder various subscriptions for Joe, Justin, and Elaine.
• Register employees for events, conferences, and outings.

Annual Tasks:

• Order and send out Christmas cards to clients, vendors, employees, and reviewers.
• Request and save Vendor Certificate of Insurance into Prism (Building website).
• Request annual Vendor Reviews (NDAs, Vendor Questionnaires, etc.).
• Create bookkeeping folders for reviewers, employees, vendors, clients, CEIS entities, and others.

Qualifications:

• Proven office administration experience.
• Proficiency in Microsoft Office Suite (Excel, Word, Access, PowerPoint).
• Familiarity with technology, social media, and AI tools.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Ability to troubleshoot basic IT issues and provide support.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team.

Benefits:

• Ascendo Benefits