Administration Coordinator

Following the consolidation of our Regional and USA office into a single location, and the expansion of services in the Americas region, we are now recruiting for the role of Administration Coordinator for the New York office in the Empire State Building. We are seeking a dynamic, enthusiastic, proactive and self-motived candidate who is looking for an opportunity to grow within the business and to support the senior leadership team. This is an exciting opportunity to join the World’s Leading Airline, and to enjoy the benefits of the company’s global reach.

You will be responsible for providing administration support directly to the VP Sales – Americas and Regional Manager – North America, and indirectly to the other department heads and teams, ensuring smooth functioning of the New York office. The new office operates as a primarily hybrid and hotdesk configuration, fostering productivity, cross-functional collaboration and team engagement.

This role is hybrid, based in-office three days per week, and allowing for work-from-home two days per week. Salary ranges from 55k-69k.

This role is instrumental in ensuring the efficient day-to-day running of the office.

KEY ACCOUNTABILITIES:

• Daily management of office logistics : visitor access, maintenance work orders, replenishment of stationery and supplies
• Co-ordination with HR and Global Business Support for new joiner onboarding and IT/mobile phone setup
• Manage invitee and guest lists, ticket distribution and F&B requirements for meetings and events.
• Ad-hoc on-site support at events and meetings in New York and elsewhere (role will require occasional travel).
• Oversee desk and meeting room allocation and utilization (administrator right assigned in online booking platform.
• Diary management for VP Sales and Regional Manager North America and support for travel and expense claims.
• Management of purchase orders and invoice processing for leadership teams.
• Document management – handling approvals, FedEx, incoming mail and distribution lists.
• Engagement with key customers and stakeholders on behalf of VP and Regional Manager.
• Foster an environment of collaboration, cross-departmental communication and engagement.

Job Specific Skills:

• High School Qualification Vocational Qualification /Diploma or Equivalent (Type of Diploma based in role) with Minimum 3 years of job-related experience or.
• Bachelor's Degree or Equivalent with Minimum 2 years of job-related experience.
• Ability to work in a cross-culture environment.
• Excellent written and verbal communication skills.
• Excellent computer skills, including Microsoft Word, Excel and PowerPoint.
• Maintain confidentiality and self-discipline.
• Should be motivated, responsible and focused.
• Self-motivated and highly organized.
• Strong interpersonal and team working skills.
• High level of sensitivity and professionalism.
• Self-starter, having the ability to work independently with minimal instructions.
• Proven problem-solving abilities and the ability to work under pressure to defined timescales.
• You must be able to work in the US legally. This role will not support with Visa Sponsorship.