Office Administrator

Job Description

Day to day:

The Office Administrator will support a large corporate office in NYC as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth.

As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

Essential functions:

- Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately

- Facilities support, for example calling a plumber or repairman as needed

- Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)

- Preparing the office, catering, conference rooms etc. for visits from Executives

- Any other ad hoc administrative support duties that arise

· Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site.

· Administrators are assigned to specific geographic areas* – some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel.

· Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards. COORDINATION WITH FACILITIES

· Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date.

· Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.

· Coordination of Managed Print Service program such as printer liaison, maintenance, paper/print supplies, instructions for print drives, and assists in coordinating with ARC for large plotter printing requests. COORDINATION WITH FACILITIES

· Assists with procurement of approved office materials and supplies as required.

· Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company.

· Coordinates safety and compliance programs for office, including maintenance of office standards – visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE. COORDINATION WITH FACILITIES

· Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.

· Additional project support may include project coordination, tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other project coordination as needed.

· May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and/or utilization reports.

· May assist with Procurement activities such as Accounts Payable, Purchase Orders, etc.

· May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis. Task activity and office location details are required.

· May be assigned to assist with vehicle fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle.

· May be assigned to support established Document Processing requests. Includes demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.

· May be assigned to serve as on-site (physically at office location) local office point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information. COORDINATION WITH FACILITIES

· Exercises responsible and ethical decision-making regarding company funds, resources and conduct and adhere to Code of Conduct and related policies and procedures.

· Must possess a high level of professionalism, communication skills and positive attitude when interacting with colleagues, clients, guests and other employees in the office. Positive employee engagement is a priority.

· Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks.

· Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.

· Must be a strong team player, collaborative, with strategic thinking.

· Other duties as required by business needs.

· As a performance metric, all employees in the workplace must provide daily timecard comments specifying their work assignments, particularly when working from home or when absent from the office. Work-from-home schedules must align with the weekly work schedule set and approved by the Area Manager. Any changes to scheduled work or unexpected absences must be promptly communicated to the area manager to ensure adequate office coverage.

· Employees may be assigned stretch assignments as needed, which are projects or tasks designed to challenge and develop their skills beyond their regular duties. These assignments provide opportunities for employees to explore new areas, enhance their expertise, and contribute to their professional growth.

This will be a contract-to-hire position, and only candidates who can commit to long-term employment will be considered. Annual compensation will vary based upon individuals’ relevant experience.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to View email address on click.appcast.io learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:

Skills and Requirements

Required Skills:

- Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.

- Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through.

- 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)

- Experience with facilities management ( i.e. ordering office supplies, inventory, facilities management coordination, etc.)

- Planning office events, ordering catering, holidays parties, etc.

- Maintaining office common spaces/kitchen area

- Polished and professional

- Warm/Welcoming personality

- Tech savvy –

• Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)

• Multi-line phone system experience

• MS Teams/Zoom/Slack or similar video conferencing or communication tools - Experience with Oracle, especially Oracle Horizon