Office Administrator at Alvarez & Marsal Tax, LLC in New York, New York

Job Description:

Description

Office Administrator - Miami, FL

We are currently seeking an Office Administrator in our Miami office. This includes welcome/greet all visitors to the office, manage main phoneline, accepting / shipping packages, general office functions, managing kitchen and office supply needs, facility, and conference room management, ordering office lunches for meetings and overtime meals. The successful candidate must be able to prioritize work, work independently, provide excellent customer service, and help to foster a team atmosphere in a professional, fast-paced environment.

Responsibilities

• Serve as Office Administrator for the office and as point of contact for day-to-day facility office needs including:
  
  
  • Visitor coordination, greet and provide hospitable assistance
    • Serve as Interview Greeter when needed
    
    
  
  
  • Answer all main line incoming calls and routing to appropriate staff
  
  
  • Share relevant office-wide announcements including property management communications and advisements
  
  
  • Conference room management
    
    
    • Including reservations and developing a good working knowledge of the video conference/AV equipment to assist/train others when needed
    
    
    • Ensure rooms are kept tidy and stocked appropriately
    
    
    
    
  
  
  • Ensure facility and office equipment are in good working order at all times
    • Coordination/reporting of all maintenance / cleaning issues
      
      
      • Develop relationship with the building's property management team / utilize property's service request portal
      
      
      • Manage external vendor scheduling, both emergency and regular maintenance visits
      
      
      • Request after hours services (HVAC) or other ad-hoc property management requests
      
      
      • Central point of contact with global CRE for non-standard approvals or other project-related work requirements
      
      
      • Nuvolo 2022/2023 Initiative - local space management administrator for internal service request portal
      
      
      
      
    
    
  
  
  • Security & Safety
    
    
    • Security administrator, coordinating with the building for base-building badge assignment/ administration of our internal office security system
    
    
    • Issue badges to new hires; execute termination of access with internal security system and building system for off-boards
    
    
    • Manage temp badges
    
    
    • Serve as Fire Warden
    
    
    
    
  
  
  • IT Service Needs - have knowledge of process on below
    
    
    • Manage central equipment inventory for on/offboards
    
    
    • Manage inventory of standard peripheral/accessories such as mice, cables, dock stations, etc.
    
    
    • Apply common IT resolutions to common problems
    
    
    • Act as eyes and hands for remote IT support person when an in-person resource is needed
    
    
    
    
  
  
  • Process incoming and outgoing domestic and international mail and packages
    
    
    • Certified mail receipt distribution, filing and uploading to BOX (as required)
      • Make trips to Post Office as needed
      
      
    
    
    • Deliver outgoing packages to USPS/FedEx distribution center
    
    
    • Coordination of outgoing courier packages
    
    
    
    
  
  
  • General Office Administrative Support
    
    
    • Daily kitchen upkeep and weekly refrigerator clean-out
    
    
    • Assist with food catering for meetings/events, including coordination set up/clean up
    
    
    • Daily upkeep of copy and printer areas throughout office
    
    
    • Purchase and maintain inventory of office supplies including coffee, kitchen, vending, printing, signage, tools and materials
    
    
    • Required to unpack, lift, move and store all supplies
    
    
    • Breakdown boxes for recycling
    
    
    • Office expense administration and invoice processing
    
    
    • Parking validation for visitors
    
    
    • Employee parking coordination with parking garage vendor
    
    
    • Maintain personnel list maintenance and monthly distribution/or as changes occur
    
    
    • Quarterly updates for space allocations. Nuvolo 2022/2023 Initiative -local space administrator for internal floor plan management portal (training will be provided)
    
    
    • Maintain local office instructional documents for temp coverage requirements
    
    
    • General tasks, as needed, including faxing, copying/scanning
    
    
    
    
  
  
  • New hire set up
    
    
    • Coordination of new hire paperwork / I9 forms (if group EA does not exist)
    
    
    • Add new hire to any printer/scanner contact lists
    
    
    • Coordination of suite security badge
    
    
    • Coordinate parking as applicable
    
    
    • Coordinate on-site new hire photo shoots (as needed)
    
    
    • Ensure assigned desk has full desktop kit and is clean
    
    
    • Assist local office Tax EA with backup support
      
      
      • Process Expense reports in Concur (as needed)
      
      
      • Assist with MD Travel arrangements (as needed)
      
      
      
      
    
    
    
    
  
  
  
  

• Great customer service, interpersonal skills and has a positive demeanor


• Ability to effectively interact with clients and employees in a professional manner


• Outstanding verbal and written communication skills


• Excellent computer and calendaring skills, including a working knowledge of Microsoft Office Outlook, Word, Excel and PowerPoint


• Organized and detail orientated with excellent follow-through skills


• Strong problem-solving skills


• Self-motivated, creative thinker, and a great team player


• Position is in-office five days a week, 9am-6pm

The salary range is $55,000 - $75,000 annually, dependent on several variables including but not limited to education, experience, skills, and geography. In addition, A&M offers a discretionary bonus program which is based on a number of factors, including individual and firm performance. Please ask your recruiter for details.

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