Admin Assistant
: Job Details :

Job Title: Admin Assistant Position Type: 11+ Months Weekly Schedule for this position: Monday-Thursday 7:30Am to 3:00PM and Friday 8:00AM to 6:00PM Location : New York city, NY - 10175 (Onsite) Job Description Be part of the Facilities Team, assisting the Manager and Assistant Manager Reception duties Accounts Payables, Security Reports and Trackers Mail Processing Covering and training security Creating IT tickets Keeping inventory records and supplies up to date Principle Accountabilities Answer and transfer calls for clients, using Avaya computer VOIP phone system. a) Making sure all calls are transferred to correct locations, using phone log or address book. b) Keeping phone log up to date, as clients change or employees exit. Handling company mail a) Responsible for all mail and packages that comes in the office, (Fed Ex, UPS, Postal) b) Scanning mail to certain team leads or managers c) Distribute mail for those working in the office d) Place mail by security for designated remote employees to pickup e) Ensuring mail is correctly logged by the security guards Assisting Security guard as needed a) Assist new security guard with training b) Open ticket for IT to install; Outlook, Teams, Okta and basic computer programs c) Email Facility Managers to add programs needed for reports and badging; CCTV, CCure, VMS d) Sign in visitors and vendors or temp employees on VMS or Kiosk e) Create badges as needed for new hires or employees losing badges f) Covering guards every two hours, while they do their rounds g) Request all monthly logs from security, the first of every month h) Scan monthly reports to Facilities Manager; (IDF/MDF reports, visitor logs and Daily Rosters) i) Keep all security reports in facilities cabinet Keeping Excel trackers up to date a) Sustainability reports for Utilities, (PA American Water, UGI Natural Gas, UGI Electric a. Need to be updated as bills arrive and submitted monthly b) Yearly trackers accurately kept up to date a. Checking all vendor invoices that arrive and send to FM and FM Assistant; b. Send to account payables, US Imaging and person in charge of receiving invoices c. Add to yearly tracker; shared office tracker and Genpact Facility tracker Respond to all emails daily a) Respond to all emails daily in a timely manner, to resolve all concerns b) Respond to emails from vendors, regarding invoices to be paid c) Research why invoices have not be paid d) Request invoices from vendors if not received e) Look in vendors websites to pull up invoices monthly and forward to AP and FM Ordering supplies a) Order office supplies from Staples as needed, with Facilities Manager approval first b) Add order on excel tracker c) Keep inventory of coffee supplies and order as needed, from Heathland. d) Ensure Facilities Manager approves all supplies requisitions. Keep all files and supplies organized and locked in cabinets. Regards, Rahul Yadav (408) ###-#### ...@reqroute.com (Click to see MOST Current Openings) DISCLAIMER: The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. If you received this in error, please contact the sender and delete the material from any computer or if you want to be REMOVED please reply with REMOVE in the Subject line of this email ReqRoute, Inc is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, national origin or any other characteristic protected under federal, state, or applicable local law ( www.reqroute.com ). We are committed to providing exceptional experience. To give feedback please email us at ...@reqroute.com . Companies across U.S. have engaged ReqRoute, Inc to deliver skilled, dedicated IT professionals. Recruiting is our passion and we support Fortune 1000 companies with their hiring needs. We always seek to deliver competitive and sought-after career opportunities to our potential consultants and employees. We invite you to review the position requirements and apply today if your skills match our needs. ReqRoute, Inc is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, national origin or any other characteristic protected under federal, state, or applicable local law. ( www.reqroute.com )