WHAT YOU WILL DO
Regular duties include (but are not limited to):
OFFICE MANAGEMENT AND FACILITIES MAINTENANCE
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
- Identify opportunities for process and office management improvements, and design and implement new systems
- Ensure office efficiency is maintained by carrying out planning and execution of furniture procurement, layouts and office systems
- Develop and implement a facility management program including preventative maintenance and life-cycle requirements
- Responsible for developing standards and promoting activities that enhance operational procedure; Partner with HR to maintain office policies as appropriate
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly; Evaluates department staff
- Coordinate with IT department personnel on all office equipment
- Manage relationships with vendors, external contractors and service providers to guarantee all invoices are paid in a timely fashion
- Maintain a safe and secure working environment; Ensuring all utility systems are inspected and in accordance with building and governmental regulations
- Perform review and analysis of special projects and keep the management properly informed
MANAGING PARTNER SUPPORT
- This Positions reports directly to the Regional Managing Partner and dotted line to Office Managing Partners
- Manage RMPs schedules, calendars and appointments
- Manage RMPs travel arrangements
- Maintain RMPs files with 100% confidentiality
ADMINISTRATIVE DUTIES
- Coordinate monthly and bi-monthly billing reminders
- Reconcile various accounts on a monthly basis
- Recruit administrative staff, arrange orientation and ongoing training.
- Coach, mentor and implement corrective measures for the administrative staff in NYC, Melville and Irvine offices
- Evaluate and manage staff performance
- Ensure security, integrity and confidentiality of office data
WHAT WE ARE LOOKING FOR
- 03+ years of work experience in an administrative/office management role
- Bachelor's degree in business or administration
- Have Real Estate Lease experience for buildouts and expansions
- Must have expert level of knowledge with Microsoft Office; Word, Excel and PowerPoint
- Excellent communication and interpersonal skills
- Exceptional attention to detail
- Strong organizational and time management skills, and ability to prioritize
- Solid work ethic and high standard of work product
- Engaging personality and optimistic outlook
- Experience developing internal systems
- Ability to handle confidential information