Office Administrator

JOB DESCRIPTION

OFFICE ADMINISTRATOR LOCATION: MELVILLE, NY

Brief Description

The Office Administrator is responsible for managing office communications and facilitating key tasks and procedures to ensure effective and efficient operations firm-wide. They will act as the first point of contact for internal and external parties of the firm while consistently offering excellent customer service.

Responsibilities

· Directing incoming and outgoing calls, from a multi-line phone system, to appropriate parties

· Greeting all clients/visitors, ensuring guests are comfortable and connected with appropriate personnel.

Always maintaining a positive, professional demeanor and ensuring all guests receive an outstanding impression of the firm is essential

· Managing the administrative calendar as well as calendars designated for the utilization of conference rooms

· Monitoring and ordering inventory for office, as well as break room and cleaning supplies

· Filing and organizing records, inputting invoices, and maintaining other important and confidential documentation

· Managing incoming and outgoing correspondence, including emails, faxes, mail, and express packages

· Keeps management informed and oversees building related matters including scheduling of repairs, maintenance, inspections, security, etc.

· Evaluate/Develop/Implement procedures with team members to improve office operating efficiencies

· Assist the Compliance group with various record keeping tasks

· Assist Advisory teams with ad-hoc tasks

Qualifications and Requirements

· Bachelor’s Degree is preferred

· General knowledge of office management practices and procedures

· Proficiency and experience using Microsoft Word, Excel, and Outlook

· Must be detail oriented and highly organized

· Ability to maintain privacy of confidential records, correspondence, and/or files

· Ability to work independently

· Ability to work effectively under time constraints to meet deadlines and multi-task

· Ability to work in a dynamic team environment and gets along well with others

· Must be proactive in looking for ways to assist around the office

· Must possess excellent verbal and written communication skills

· Must possess a friendly, courteous, and professional demeanor at all times

· Ability to manage one’s own time and the expectation of others

· Maintain acceptable attendance standards