Office Administrator (Long Island)

A DAY IN THE LIFEResponsible for the facilities' day-to-day operationsGreet and welcome staff and guests, provide door coverage, ensure office security systems are in place and used, oversee daily visitors/calendars, manage conference room bookings, and be responsible for mail/courier ingoing and outgoing and sorting and distribution of daily mail/deliveriesSupervising the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of the office, opening and closing the kitchen daily, maintaining office plants, and weekly walkaround checklists to maintain a clean and safe office environmentSharing building memos, procuring parking permits, communicating with property management for general maintenance requestMaintained, budgeted, negotiated, and renewed suppliers for office contracts and all general office invoices.Maintain maintenance schedule for office equipmentCarry out service reviews regularly and prepare annual cost-savings exercisesMonitor and check the validity and accuracy of utility bills, office invoices, IT invoicesMaintains budgets, stock lists, and orders office supplies as neededAssists in planning and arranging events, including organizing cateringArranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshmentsArrange travel and accommodations for internal staffKeep updated records of office expenses and costsAssist the Finance team with expenses, invoices, checks, purchase orders, and reconciliation of monthly credit card statements.  To assist HR and IT with the new starters process preparing for new employeesParticipate as needed in additional special department projectsAbility to lift and move items up to 50 lbs.