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Front Desk Administrative Assistant

2 months ago

New York, United States UBA America Full time

JOB DESCRIPTION


TITLE:

Front Desk Administrative Assistant (32nd and 33rd Floor)

DEPARTMENT:

Administrative Services

LOCATION:

New York, USA

STATUS:

Full-time non-exempt


JOB SUMMARY


Bachelors Degree Required


The Front Desk Administrative Assistant reports to Corporate Services and is responsible day-to- for day general administration and office management for UBA America. Successful candidate must be able to work in an extremely fast-paced environment, requiring high degree of independent judgment and a people person.


ESSENTIAL FUNCTIONS & ACCOUNTABILITIES

Assist in the effective delivery of corporate services, including Travel and Logistics, Hospitality, Procurement, and Premises/Office Management, aligned with the institution's overall objectives.

Assist in office facilities, premises/office management including prompt replacement of faulty appliances/fixes and cleaning and ensure compliance with local codes for premise occupancy ensuring a safe and conducive working environment, and managing office space planning, renovations, and maintenance.

Function as an assist fire warden to improve and implement emergency response and control procedures, prevent emergencies wherever possible by regularly assessing the current condition of the workplace and its hazards, and make other staff aware of the hazards in their building.


FRONT DESK DUTIES

Responsible for premise oversight walk through daily.

Maintain the organization of the pantry and kitchen in the morning with coffee, tea etc.

Greet and welcome guests as soon as they arrive at the office and offer tea, coffee and water as needed by guests.

Direct visitors to the appropriate person and office.

Will be required to run errands such as pick up Birthday cake and chips for the monthly birthday celebrations.

Organize lunch or meals for the office if needed for TGIF or Bagel Fridays

Maintain Visitors Logs and building portal access.

Wipe down the front door handles and other commonly touched surfaces as necessary if needed.

Answer, screen, and forward incoming phone calls.

Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)

Provide basic and accurate information in-person and via phone/email.

Receive, register, sort and distribute daily mail/deliveries, packages and distribute them accordingly.

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, add visitor to the security portal for building access)

Perform other clerical receptionist duties such as filing, photocopying, and faxing.

Diary and management of conference meeting rooms.

Manage office supplies such as stationaries.


TRAVEL & LOGISTICS SERVICE

Responsible for logistical and business travel-Works with travel agents, the company Corporate Services to ensure all travel is carried out in line with the bank’s policy.

Work with local embassies to ensure visas are in place when applicable.

Ensure smooth transitions for staff transfers including hotel and ground transportation.


PROCUREMENT & INVENTORY MANAGEMENT

Fulfills all stationery and supplies functions (ordering/distributions and vendor interaction)

Fulfills all Archival Records Maintenance Functions (retrieving/sending boxes to/from archives)

Fulfills all Outgoing Mail functions (logging/postage/End of Day Proof)

Logs and distributes mail, when needed(courier and US Mail)

Maintains Messenger Service function (arranging pick-ups/deliveries & maintaining log, when needed.


VENDOR MANAGEMENT

Manage Vendor Risk Assessment Files

Responds to External Audits, when needed.

Assist in supporting vendor management duties, including contract negotiation, process vendor invoices and ensure all vendor pricing is competitive/in line with bank’s policy.

Maintains Physical Inventory (Fixed Assets) Record Keeping

Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Managing and documenting office expenditures, budget ,and inventory.

Fulfillment of stationary and all office supplies


OTHER DUTIES

Complies with all UBA America legal and regulatory requirements, adheres to the Bank’s Code of Conduct, attends regular periodic training on core Bank policies, and reports any known or suspected violations of the Code of Conduct to UBA America management.

Fulfills other responsibilities as assigned, including special projects from COO.

Support as needed in organizing company employee engagement events.


** Other duties may be assigned similar to the above consistent with the knowledge, skills and abilities required for the position.