Office Assistant - NYC Staffing : Job Details

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, a non-profit tied to an investment firm, is seeking to hire a Temp to Perm Office Assistant to join their team. Client is based in Midtown, Manhattan. The position is onsite, Monday - Friday. Standard daily hours 8:45am - 5:45pm, 9am - 6pm (one of those shifts) with a 1hr unpaid lunch break.

The Office Assistant will be responsible for providing support in the following areas: Office Services, Reception, and Administrative. The role will take direction from the Senior Office Services Coordinator and Director, Human Resources ( Director ), and will provide coverage for the responsibilities listed below.

Reception

• Provide back-up and break coverage for Receptionist including:
• Greet staff and visitors in a pleasant and friendly manner.
• Monitor the visitor's log throughout the day to ensure that all scheduled guests are greeted at the front desk with courtesy and professionalism.
• Offer to assist visitors with hanging coats and storing umbrellas, large bags or other items.
• Notify Executive Assistant and/or host of visitor's arrival.
• Answer main telephone line with professionalism and direct calls to the appropriate staff.
• Manage and maintain cleanliness of the main reception area.
• If requested, enter visitor information into building visitor log for upcoming visits.
• Follow practices included in reception desk manual and related standard operating procedures.
• 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.
• Be open and available to provide reception and administrative support at office events during and after hours.
• Notify Recruiting and HR Coordinator of employment candidate's arrival.
• Work in cooperation with Receptionist to ensure reception desk is covered during breaks.
• 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 caf 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.

Office Maintenance

• Restock pantry and office supplies and maintain common areas (e.g. Central Caf, 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 walkthrough 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 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

• 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.
• Ensure that the postage meter maintains a positive postage cash balance and notify Manager when toner is needed or if equipment needs to be repaired.
• Ensure messenger deliveries are delivered to recipient as soon as possible or as directed.
• Ensure FedEx packages are dropped off at the Fed Ex store and regular mail is dropped off in mail slot in lobby at end of day.
• Maintain and replenish express mail shipping supplies.
• On a weekly basis, coordinate arrangements for delivery and/or pick up mail from offsite post office boxes and distribute as applicable.
• Sign for packages and deliver or notify recipient immediately of all incoming messengered, FedEx, UPS and USPS packages.
• In partnership with Manager, reconcile vendor invoices (e.g. express mail and messenger services) with order confirmations and forward to Finance for payment.
• 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.

Requirements:

• Bachelor's degree.
• 2+ years of previous reception / office assistant experience.
• Reliable, consistent attendance in office is required, and punctuality is critical.
• Excellent interpersonal skills, positive attitude and collaborative work style.
• Ability 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 a keen attention to detail.
• Ability to follow a daily and weekly routine, multi-task and meet deadlines.
• Ability to problem solve and be resourceful in identifying solutions and follow-through on tasks until completion.
• Strong sense of professionalism and discretion.
• Ability to take direction and willingness to assist wherever needed.
• Ability to work independently and as a team member.
• Working knowledge of MS Office Suite including Word and Excel.
• Basic knowledge of office technology including Outlook, Word and Excel.
• Ability to lift, push and move boxes and items weighing up to 25 lbs.

Pay: $65K-$70K perm base + bonus DOE, temp rate paid in line

Benefits: Small contribution med/dental/vision, 401K, Breakfast, continental style, daily snacks, 11 paid holidays, 10 paid vacation, paid sick, 6 work from anywhere days

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.