OFFICE ASSISTANT-FACILITIES AT PHILANTHROPIC NON-PROFIT ORGANIZATION

Job Description

Job Description

OFFICE ASSISTANT-FACILITIES AT PHILANTHROPIC NON-PROFIT ORGANIZATION
Base Salary is $60K to $70K; Plus Discretionary Bonus; and Excellent Benefits
Working On-site Five (5) Days per Week | Incredible Organization with Equally Incredible People

Excellent role for a College Graduate with Bachelor's Degree and Reception/Office Assistant/Facilities experience interested in working at a philanthropic non-profit organization.

Looking for an experienced office support professional to join its Team as an Office Assistant. In this role, you will be responsible for providing support in the following areas: Office Services, Reception, and Administrative Services. The role will take directions from the Senior Office Services Coordinator and Director, Human Resources, and will provide coverage for the responsibilities listed below. This role requires an in-person presence Five (5) Days per Week working a daily schedule from 8:45am to 5:45pm, with some variation on occasion to support office needs. The office is in mid-town Manhattan and closed between Christmas and New Year's.

REQUIREMENTS AND SKILLS
" Bachelor's degree required.
" Two Plus (2+) years of Previous Reception/Office Assistant Experience required.
" Able to lift, push and move boxes and items weighing up to 25 lbs.
" Proficient with MS Office Suite Programs including Outlook, Word and Excel.
" Basic knowledge of Office Technology.
" Reliable, consistent attendance in the office is required, and punctuality is critical.
" Excellent interpersonal skills, positive attitude and collaborative work style.
" Able to work in a high-service, professional environment and comfortable working with employees, vendors and visitors on the phone and in person.
" Excellent organizational skills and keen attention to detail.
" Able to follow a daily and weekly routine, multi-task and meet deadlines.
" Able to solve problems and be resourceful in identifying solutions and follow-through on tasks until completion.
" Strong sense of professionalism and discretion.
" Able to take direction and willingness to assist wherever needed.
" Able to work independently and as a team member.

RESPONSIBILITIES AND DUTIES
Reception
" Provide back-up and break coverage for Receptionist including:
o Greet staff and visitors in a pleasant and friendly manner.
o Monitor the visitors' log throughout the day to ensure that all scheduled guests are greeted at the front desk with courtesy and professionalism.
o Offer to assist visitors with hanging coats and storing umbrellas, large bags or other items.
o Notify Executive Assistant and/or host of visitor's arrival.
o Answer the main telephone line with professionalism and direct calls to the appropriate staff.
o Manage and maintain cleanliness of the main reception area.
o If requested, enter visitor information into building visitor log for upcoming visits.
o Follow practices included in the reception desk manual and related standard operating procedures.
o In partnership with Manager, Facilities and Office Services and Receptionist, coordinate review and approval of Certificates of Insurance (COIs) by building management, submit building tickets and reserve service elevator as directed.
o Be open and available to provide reception and administrative support at office events during and after hours.
o Notify Recruiting and HR Coordinator of employment candidate's arrival.
o Work in cooperation with Receptionist to ensure the reception desk is covered during breaks.
o Sign for packages and notify applicable recipient immediately of all incoming messengered, FedEx, UPS and USPS packages received at Reception desk.
Pantry Maintenance
" Ensure that ample supplies of snacks and beverages are stocked in pantry and storage areas.
" Keep pantry and café tidy and organized and perform spot cleaning throughout the day.
" Brew coffee, operate coffee machines and maintain hot water kettle throughout the day as required.
" Follow building recycling program ensuring compliance with local regulations.
" Load, run and unload dishwashers throughout the day.
" Monitor trash and arrange for porter service or empty as necessary.
" Collaborate with and take directions from Senior Office Services Coordinator.
Office Maintenance
" Restock pantry and office supplies and maintain common areas (e.g. Central Café, storage areas, pantry, terraces).
" Maintain and tidy conference rooms after use.
" Team player collaborating with administrative, Facilities and Office Services staff and building staff as needed.
" Conduct walk-through of entire office space at least twice per day or more frequently as able in coordination with Senior Office Services Coordinator.
" Refill paper in copy machines and ensure machines are in operating order on Pavilion and Tower side.
" Replace phone lists in phone rooms and conference rooms with current version.
" Work with Communications, Facilities and Office Services staff on event coordination and meeting services support.
" Maintain and refill hand sanitizer stands.
" Perform spot cleaning as needed.
" Lift, move and carry boxes and items to designated office locations.
" Install rain mats in the main elevator area as needed.
" In season, maintain outdoor terrace areas, making sure furniture remains in place, any debris is removed, and furniture is covered to protect against weather and uncovered for use.
" Available to travel to remote office(s) on an as-needed basis for projects and events.
Mail Services
" Under direction of the Manager:
o Coordinate pick up of mail from lobby PO box and sort daily. Notify Pavilion Executive Assistants when mail has arrived and deliver to Tower Executive Assistants.
o Ensure that the postage meter maintains a positive postage cash balance and notify the Manager when toner is needed or if the equipment needs to be repaired.
o Ensure messenger deliveries are delivered to the recipient as soon as possible or as directed.
o Ensure FedEx packages are dropped off at the Fed Ex store and regular mail is dropped off in the mail slot in lobby at end of day.
o Maintain and replenish express mail shipping supplies.
o On a weekly basis, coordinate arrangements for delivery and/or pick up mail from offsite post office boxes and distribute as applicable.
o Sign for packages and deliver or notify recipient immediately of all incoming messengered, FedEx, UPS and USPS packages.
o In partnership with the Manager, reconcile vendor invoices (e.g. express mail and messenger services) with order confirmations and forward to Finance for payment.
o Prepare packages and envelopes for mailing via FedEx, messenger, and regular mail as requested.
Administrative Support
" Assist with overflow work from Executive Assistants and provide desk coverage during administrative staff absences as requested.
" Assist with ad hoc projects and special events as directed.
" Assist with additional tasks, research and projects as assigned.
" Provide back-up coverage for responsibilities performed by other team members of Facilities and Office Services as requested.