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Office Manager
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
You are the mechanic in the engine room of COLLINS. Your sole responsibility is to make the COLLINS NY office run as smoothly and efficiently as possible. While the account team runs our client businesses, you support our entire staff by building and running an effective operating business and culture.
The domains of this task include issue resolution with office space, fiscal responsibility of office expenses, partnering with our IT coordinator for basic technology/tech troubleshooting, and stewarding company culture.
PERSONAL CHARACTERISTICS
• Proactive and solution oriented
• Ambitious
• Positive and enthusiastic
• A student of our industry
• Incredibly organized and proficient
• Shows initiative and ability to work well with others
• Cost conscious
MINIMUM RESPONSIBILITIES
Daily Office Management
• Make sure the NY office is running as efficiently as possible
• Constantly think through the smartest and most cost efficient way forward and routinely evaluate our current options (vendors, processes, etc.)
• Perform daily once-over of all rooms to make sure office is tidy and there are adequate supplies in each room (especially office and kitchen supplies)
• Create and manage the relationship with superintendent and building management and WeWork
• Back up to EA when EA is on vacation or out sick
• Greet guests and answer main office line
On-going Office Support
• Assist with special projects and presentations, as required
• Able to assist with technical needs of office/employees
• Client meeting setups and takedown
o Ensure meeting room is clean and up to COLLINS’ standards via our Meeting Prep policy
o Oversee and manage meeting catering request forms as submitted
o Working closely with the Business Lead or EA to make sure meeting goes flawlessly
• Able to assist with IT needs, help resolve IT issues, provide tech support and/or be able to engage the proper vendors to resolve in a timely manner
• Manage an inventory database of office equipment
• Assist (as needed) with annual awards submission
• On-board new hire to platforms – Function Point, Expensify, Uber, Google applications, Seamless, Webex, Join.me, AMEX traveler portal
• Manage office Alarm and Security Policy and monitor office surveillance when needed
• Organize office birthday celebrations, monthly happy hours and weekly Monday Opens
Travel
• Manage relationship with travel agency
• Keep track of receipts and assist Finance Director with client reimbursable travel
Financial Administration
• Manage vendor invoices