What are the responsibilities and job description for the Office Administrator position at Balyasny Asset Management LP?
ROLE OVERVIEW
In the role of Office Administrator, in the New York office, it is anticipated that the employee be able to work collaboratively and effectively with team members, all levels of management, staff, clients, external partners / suppliers, and vendors. The employee will be responsible for the following :
Professionally answer, screen, and route all incoming calls
Greet guests in a professional, friendly, hospitable manner
Maintain calendar schedule of guest visitor offices / desks and conference rooms
Prepare conference rooms prior to guests' arrival
Assisting with coordination / setup of catering for meetings
Courier Services, distribute packages and mail as delivered for the day : Maintain FedEx & Messenger Services
Assist with organizing / tracking accounts payable invoices and submit for approval
Assist in event planning
Updating appropriate tracking documents
Maintain and update front desk reception manual and visitor manual
Serve as the primary point of contact for BAM facilities vendors, facilities quality, safety, compliance, and performance
Serve as primary site liaison for Environmental Health & Safety compliance (as appropriate)
Maintain physical appearance of office and ensure all facilities are in working order
Communicate with building engineers or appropriate vendors to handle any repairs / other requests
Manage preventative maintenance schedule for all facilities appliances (coffee & water machines, refrigerator, dishwasher, etc.)
Stock all office supplies - ensure that everything is neat and proper daily (paper in all copiers, bathrooms, conference room etc.)
Well-developed interpersonal and relationship building skills. Clear and concise communication skills, both written and oral with the ability to communicate effectively at all levels
Office Floorplan / Move Management :
Manage seating / floorplan through online workplace planning tool (WISP and OfficeSpace) - Add, change, or vacate employees from office seating charts; Create possible scenarios to workout future seating possibilities for manager approval; Run reports as needed
Facilitate moves and seating for new employees starting at the office, as well as visitors
Assist in scheduling team for larger scale moves and coordination with
Communicate with all users involved and reach diplomatic solutions among existing teams to place employees in the best seat possible for workflow
Maintain Internal visits and appropriate systems for employees and Guests : Add visitors to Visit Tracker, enter all guests into building security portal, Communicate with IT with the visitor's desk locations, Track and reply to all visit emails pertaining to the location, Ensure Guest Desks are set up and stocked with basic supplies
Office Services :
Order all necessary supplies for the office : kitchen, bathroom and other stock (monitor and order as needed)
Handle all vendor deliveries - unpack as needed
Business Mail, Shipping & Courier Service Needs : Ship out business / office related items; Distribute packages and mail as delivered for the office daily; arrange courier services as needed
Assist with organizing / tracking accounts payable invoices and submit for approval
Support / Onboarding :
Professionally answer, screen, and route all incoming calls; Greet guests in a professional, friendly, hospitable manner; Maintain calendar schedule of guest visitor offices / desks and conference rooms; Prepare conference rooms prior to guests' arrival; Order catering for meetings, as needed for the business
Onboarding support for new hires : Initial office supplies / desk set up
Activate and deactivate employee ID cards in Kastle
Work closely with all other BAM offices on business related ad-hoc project needs, requests, and all other coordination
Special projects / event planning for business or office-related activities as assigned
Real Estate Management Duties :
General upkeep of the office
Eyes and ears on ground for Global Head of Real Estate and Corporate Services
Liaison with Building Management on utilities, services, maintenance requests, office floorplan move management etc.
All Members - Corporate Services :
Acting member of Global Corporate Services team
Work collaboratively with Global Corporate Services Team on Firm Wide Events and Initiatives
Liaise with Management Accounting department on Corporate Credit Card program
Participate in monthly team meetings
Provide weekly updates to align office activities and goals and report on office performance and any issues
Systems : Microsoft Office; Outlook, Word, Excel, PowerPoint, OfficeSpace, SailPoint, access management
QUALIFICATIONS & REQUIRMENTS :
3-5 years of office administrative experience, preferably within financial services
Excellent verbal and written communication and organizational skills
Demonstrate multi-tasking and project management skills
Strong attention to detail
Must be team-orientated, trustworthy and display strong follow-through
Maintain a sense of urgency and can prioritize appropriately
Works independently, but properly escalates when necessary
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