Administrative Manager

Job Title

Overseeing the work of all office employees to ensure they work productively and efficiently while meeting company standards and deadlines

Creating an office budget and ensuring all employees adhere to the requirements

Managing office inventory and supplies, ordering new stationery, furniture, appliances, and electronics as required

Create and manage monthly expense reports by location

Manage accounts payable/receivable, expense control procedures, including bank reconciliation, cash receipts, finance charges, invoicing, purchasing, inventory verifications, chargebacks, and preparation of daily bank deposits

Tracking all employee training requirements for new hires and current employees by sending out weekly reports

Obtaining and verifying all new employment records are properly filled out and onboard all new employees on ADP on time

Tracking all PTO, sick leave, and other time off employees

Liaison between employees and payroll manager regarding any payroll-related questions

Creating and maintaining a document of all maintenance-related requests, fixes, equipment orders, etc.

Assist when new projects during construction and opening phases

Answering the phone at a reception desk or in a specific department and transferring calls as needed

Sorting and delivering incoming mail and collecting and sending outgoing mail

Creating documents, maintaining databases, and sending memos and emails

Making logistical arrangements for meetings or conferences, including booking travel, making reservations, or organizing rentals

Running errands and making deliveries around the office or to external parties

Collecting, filing, and organizing office documents, such as reports and confidential records

Managing digital document filing, including encrypted documents and email correspondence

Preparing or processing invoices or estimates

Packaging and shipping company materials

Assist with the airport badging process (EWR, LGA, JFK)

Keep up-to-date records of the tenant cloud to ensure all rent is collected and received on time

Skills and Qualifications

3 years of experience

Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook, One note, etc.)

Proficient in ADP

Fluent in English

Driving license

Organizational skills

Excellent communication abilities, including speaking, writing and active listening

Effective organization and time management skills, like prioritization, multitasking, and planning

Great customer service skills, including a personable and positive attitude

High typing speed and accuracy

Good computer skills, including basic troubleshooting and using word processing, spreadsheet, presentation, and email software applications

Problem-solving, critical thinking, and decision-making abilities

Ability to work independently with little-to-no supervision

Keen attention to detail

Comfortable in a fast-paced environment

High School diploma or equivalent

Must be able to pass beginner to intermediate level excel test