Office Coordinator

2 weeks ago

New York, New York, United States ReqRoute Inc Full time

Job Title:
Office Coordinator

Position Type: Long-Term Contract
Weekly Schedule for this position: Monday-Thursday 7:30 AM to 3:00 PM and Friday 8:00 AM to 6:00 PM

Location :
New York City, NY (Onsite)

Job Overview

  • Join the Facilities Team, providing support to the Manager and Assistant Manager.
  • Perform reception duties.
  • Manage Accounts Payables, Security Reports, and Trackers.
  • Oversee Mail Processing.
  • Assist in training security personnel.
  • Generate IT support tickets.
  • Maintain inventory records and ensure supplies are current.
Key Responsibilities

  • Handle incoming calls for clients, utilizing a computer-based VOIP phone system.
a) Ensure accurate call transfers to appropriate departments, referencing phone logs or address books.
b) Keep the phone log updated as client and employee information changes.

  • Manage company mail.
a) Oversee all incoming mail and packages (e.g., FedEx, UPS, Postal).
b) Scan and forward mail to designated team leads or managers.
c) Distribute mail to on-site employees.
d) Organize mail for remote employees to collect from security.
e) Ensure proper logging of mail by security personnel.

  • Support security personnel as required.
a) Assist in training new security staff.
b) Open IT tickets for software installations (e.g., Outlook, Teams, Okta).
c) Communicate with Facility Managers regarding necessary software for reporting and access control.
d) Register visitors and vendors using the visitor management system.
e) Create identification badges for new hires or employees needing replacements.
f) Provide coverage for security personnel during their rounds.
g) Request monthly security logs at the beginning of each month.
h) Compile and send monthly reports to the Facilities Manager.
i) Organize security reports in the facilities cabinet.

  • Maintain Excel trackers.
a) Update sustainability reports for utilities as bills are received and submit them monthly.
b) Ensure yearly trackers are accurately maintained, including vendor invoice checks and submissions to Accounts Payable.

  • Respond to emails promptly.
a) Address all emails daily to resolve inquiries.
b) Communicate with vendors regarding outstanding invoices.
c) Investigate reasons for unpaid invoices.
d) Request missing invoices from vendors.
e) Access vendor websites to retrieve invoices and forward them to Accounts Payable.

  • Order and manage supplies.
a) Procure office supplies with prior approval from the Facilities Manager.
b) Document orders in an Excel tracker.
c) Monitor coffee supply inventory and reorder as necessary.
d) Ensure all supply requests are approved by the Facilities Manager.

  • Organize and secure files and supplies.

Regards,

Rahul Yadav

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ReqRoute, Inc is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, national origin or any other characteristic protected under federal, state, or applicable local law ( ).

We are committed to providing exceptional experience. To give feedback please email us at .

Companies across U.S. have engaged ReqRoute, Inc to deliver skilled, dedicated IT professionals. Recruiting is our passion and we support Fortune 1000 companies with their hiring needs. We always seek to deliver competitive and sought-after career opportunities to our potential consultants and employees. We invite you to review the position requirements and apply today if your skills match our needs.

ReqRoute, Inc is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, national origin or any other characteristic protected under federal, state, or applicable local law.

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