Office Support Specialist

Job Description

The market leader. The premier provider. The best in the business. At Citco, we've been the front-runner in our field since our incorporation in 1948 led to the evolution of the asset servicing sector itself. This pioneering spirit continues to guide us today as we innovate and expand, push beyond the boundaries of our industry, and shape its future. From working exclusively with hedge funds to serving all alternatives, corporations and private clients, our organization has grown immensely across asset classes and geographies. For us, this progress is a pattern that we'll only maintain as we move forward, always prioritizing our performance. So for those who want to play at the top of their game and be at the vanguard of their space, we say: Welcome to Citco.

We're a family-owned business, not a faceless corporation. This personal approach informs every aspect of our customer service, where we develop long-lasting relationships with our clients. But we don't stop there: we also build these same bonds among our own teams, too. Here, we've created a community where colleagues support one another and different departments help others succeed. And here, we've cultivated a culture where employees care about our company values and live them in their work. At Citco, this people-centric philosophy is the core of who we areand it shines through in everything we do, every day.

Responsibilities

The Business Services Administrator is responsible for performing administrative and tangible tasks to support the Facilities group and general staff of Citco US. Main areas cover mail services, shipping and receiving, document control, printing services, IR admin support, and general office and facility services.

• You will administer staff office attendance
• Assist to clear out desks
• Sort and deliver incoming mail and courier shipments
• Drop off mail and courier shipments at vendor drop offs
• Meter outgoing mail, process and track same day and overnight courier shipments in the Master Incoming/Outgoing Courier Log
• Control inventory purchase program
• Maintain accurate inventory control checklists with up-to-date item codes, descriptions, locations and pricing
• Control distribution of specialty or bulk supplies
• Record physical inventory counts
• Place orders through phone, email or web using the Purchase Order Log procedures
• Receive vendor deliveries, including verifying correct shipments to packing slip
• Physical put away of inventory into proper locations
• Properly store and match packing slips to invoices
• Log and stamp invoices
• Administer business services such as binding, printing (colour), laminating and business cards
• Assist with records management functions such as new box preparation (archiving), retrievals, pickups and inventory reports
• Scan and file documents such as invoices, incoming IR mail; assist with mail outs, IR special projects and drop filing
• Update applicable lists, logs and databases such as (but not limited to): Ergonomic Log, Headset Log, Fire Warden database, and Floor Plans
• Clear out spam faxes on electronic fax folder(s)
• Ensure adequate supply of benefits claim forms and envelopes in copy rooms, batch and mail submissions
• Organize, setup and oversee desk moves including clearing unoccupied desks, name tags, preparing for new hires
• Assist with key control distribution
• Provide backup Fire Warden Duties
• Maintain business center office areas and freight elevator areas in a neat manner; daily floor rounds
• Coordinate with building contractors for facility services (e.g., light bulb changes, copier maintenance)
• Assist with internal audits of inventory, floor plans or physical assets
• Assist with other general administrative and facilities management duties as required

Qualifications

About You:

• You have excellent written and oral communication skills
• Excellent Microsoft Office Suite and Outlook skills
• Strong attention to detail and be able to complete tasks timely and accurately
• Ability to multi-task and take on multiple projects
• Ability to lift over 50lbs.
• Strong organizational and interpersonal skills
• A customer service oriented attitude
• Knowledge of mail equipment, fax and copy machines an asset
• Handyman skills an asset
• Financial services office environment an asset
• University degree an asset

Our Benefits

Your well-being is of paramount importance and central to our success here at Citco. Citco offers a comprehensive and competitive total rewards package to support your career success and personal needs. Your base salary will be determined by several factors such as the role, experience, skillset, market conditions, etc. Furthermore, qualifying positions can participate in an annual discretionary bonus pool based on company profitability and individual contributions. Our comprehensive benefits package includes medical, dental, and vision coverage, short and long-term disability benefits, a retirement savings plan, tuition reimbursement, mental health and wellness support, parental leave, and more. Additional details about our total rewards package will be shared during the hiring process.

At Citco, we take pride in fostering an inclusive culture by prioritizing the hiring of people from diverse backgrounds. Our culture is a source of pride and strength, fostering innovation, mutual respect, and collaboration. We warmly welcome and encourage applications from people with disabilities. If you require any accommodations to make our recruitment process more accessible for you, please let your recruiter know.

As an equal opportunity employer, Citco adheres to making all employment and personnel decisions without discriminating based on race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, or any other protected status. We believe that an inclusive workforce not only enriches our company but also drives us towards greater success.

Job Info

• Job Identification 19090
• Job Category Facilities
• Degree Level High School Graduate
• Job Schedule Full time
• Job Shift Day
• Locations 735 Chesterbrook Blvd., Wayne, PA, 19087, US