Office Assistant

3 weeks ago


New York, United States Lodige USA Inc. Full time $45,000
Job DescriptionJob Description The Office Assistant is responsible for providing comprehensive administrative and office management support to ensure efficient operations and workflow. This role oversees all aspects of the office environment, including administrative processes, service coordination, client, and team member relations. 

This job will be located in Long Island City, but will require a few weeks assistance in Manhattan to prepare for an office move. 

Key Responsibilities: 

  • Provide full administrative and office management expertise
  • Coordinate administrative schedules and office meetings
  • Answer the phone, take messages, and manage several email accounts
  • Maintain vacation/ holiday schedules 
  • Develop and oversee a cleaning schedule for the office 
  • Assist administrators in implementing new office policies and procedures
  • Create and maintain various records, logs, and filing systems (both physical and cloud-based)
  • Order office and breakroom supplies
  • Manage relationships with contractor and service providers
  •  Assist HR with onboarding duties for new employees 
  • Maintain and update the employee contact list 
  • Coordinate and manage travel and accommodation bookings and changes
  • Coordinate and manage employee safety trainings
  • Manage the company cell phone plan 
  • Oversee the ordering and distribution of uniforms
 

  • Coordinate the maintenance and repair of office, and personnel equipment such as copiers, phones, and computers 
  • Liaise between service team and clients – more of an Aaron duty
  • Create and maintain documentation of project-related information
  • Manage subcontractor insurance requirements and certificates
  • Review and edit project documents as needed
Ad hoc Responsibilities: 
  • Assist with marketing activities, such as writing project case studies, drafting social media posts and collating pictures and video files of completed projects
  • Sales support – updating quotation documents, formatting text, responding to initial enquiries and questionnaires.  
  • Provide administrative support for special projects or initiatives as needed
  • Support with data entry, accounting, and purchasing tasks as needed

Qualifications: 
  • 3-5 years of experience in an office management or administrative role
  • Excellent organizational and time management skills
  • Strong written and verbal communication abilities 
  • Proficient in Microsoft Office Suite and other productivity software
  • Ability to multitask and prioritize tasks effectively
  • Customer Service oriented with a problem-solving mindset
  • Knowledge of office management best practices and industry regulations
 

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