Duties/Responsibilities
Assist Office Manager with office procedures and protocols, ensuring common areas are presentable, access control procedures are followed, and inventory levels are accurately maintained, including but not limited to:
Answer and redirect office phone calls appropriately.
Provide appropriate information to visitors, callers, and via emails as necessary.
Receive, sort, and distribute daily mail/deliveries.
Manage and update the general organizational calendar, meeting space calendar, and staff contact list.
Source and evaluate multiple vendor quotes to facilitate cost-effective, high-quality, and prompt purchases cross departments
Assist HR Manager with daily operations including but not limited to:
Support recruitment activities such as contacting candidates and screening calls.
Time off and work anniversary tracking
Training records and tracking
Personnel information reconciliation between platforms
PPT Policy presentations
Assist the Accounting Manager with daily operations, including but not limited to:
Recording and tagging expenditures
Collecting and filing supporting documentation
Physical and digital filing of financial records
Oversee secure, accurate, and timely digital and physical filing for administrative filings as appropriate.
Coordinates cross-department tasks as it relates to the administrative team.
Coordinates with the administrative team for travel and logistics coordination and arrangements for convening needs.
Proactively supports team members with tasks and meeting setup as it relates to the office.
Education and Experience:
High School Diploma preferred. Additional certification in administration is a plus
At least two years of previous work experience in an administrative role
Customer Service sector experience is highly preferred
English required; bilingual proficiency in Spanish or Haitian Creole preferred
Required Skills/Abilities:
Exceptional customer service and organizational skills
Strong ability to be resourceful and proactive
Proficient time-management skills, with the ability to prioritize tasks and work independently
Hands-on experience with office equipment (e.g., fax machines and printers)
Exceptional written and verbal communication skills
Microsoft Office (Word, Excel, PowerPoint) and Google Workspace proficiency
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer
Must be able to lift at least 15 pounds