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Administrative Assistant
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
The Administrative Assistant (Operations/Facilities) is responsible for the daily organization of all office services, operations equipment, and the control of all supplies and inventories. This position works closely with all departments. Keeps Operations/Facilities department informed of building-wide needs, the activities calendar, and prioritizes needs and emergencies as they arise.
Specific duties include, but are not limited to:
- Maintain and organize the copy room and break room supplies, including the daily inventory and operational check of all copy room equipment, toners, office supplies, beverage material, and records for same.
- Order supplies through various vendors
- Update and maintain conference room calendar – requires working closely with the Executive Assistant to the President and the Venue Events Manager to avoid conflicts.
- Process department purchase orders and credit card requests
- Maintain (with assistance of Finance) current vendor list and online accounts
- Maintain employee contact information sheet, create Welcome packets, and prepare supplies for new employees
- Cultivate business relationships with various supply vendors
- Sort mail and faxes for the Park Avenue Armory and additional building residents; distribute materials accordingly
- Provide basic support and troubleshooting for Microsoft Office products, employee workstations, and peripherals
- Update and manage the printer address book, fax machine, and postage machine
EXPERIENCE AND QUALIFICATIONS
- Proficient in Microsoft Office and Adobe products, especially Microsoft Excel
- Strong interpersonal skills and a customer service mentality
- Self-motivated, able to work independently, manage time and hit deadlines with calmness under pressure
- Excellent verbal, written, and communication skills
- Resilient, hands-on and proactive
- Spanish proficiency is an advantage
- Willing to occasionally work nights and weekends, as required