Office Administrator

Tech Valley Talent; City of Albany (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Tech Valley Talent is seeking an Office Administrator for an onsite role in Albany, NY. The position requires being in the office 45 hours per week and starts mid-late November.

Responsibilities include managing reception, visitor badge issuance, mail handling, security procedures, and coordinating meeting logistics while supporting the project team and staff across the office.

Qualifications

• Office receptionist experience in a large office or supporting high level executives.
• Excellent interpersonal and communication skills for staff and clients.
• Ability to anticipate problems and take initiative.
• Ability to prioritize and multi-task with strong time management.

Responsibilities

• Provide administrative support for up to 200+ staff at the project office.
• Manage reception for visitors, greet clients and issue visitor badges.
• Escort guests when needed and enforce office security procedures.
• Handle mail and packages, maintenance requests, and room bookings.

Skills

Receptionist experience

Customer service

Interpersonal skills

Time management

Team collaboration

Executive support

US work authorization

Job description

Tech Valley Talent is looking for an Office Administrator for an ONSITE position in Albany, NY.

Must be in the office 45 hours a week. This role will start in mid-late November.

Required Skills

• Ability to serve as the “face” of the client in the office, representing firm culture and standards to both staff and guests
• 3+ years of work experience as a receptionist for a large office or administrative assistant supporting high level executives or C-suite executives
• Excellent interpersonal and communication skills with the ability to provide exceptional customer services to both Deloitte staff and clients
• Ability to anticipate problems and take initiative
• Ability to prioritize and multi-task; excellent time management
• Ability to work well in a team environment
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future
• Comfortable adapting to new procedures, sudden schedule changes, or rapidly evolving project requirements
• Sensitive to the needs of a diverse, cross-functional team and able to communicate respectfully across all demographics

Preferred Skills

• Ability to coordinate complex meeting logistics across time zones, book meeting rooms, anticipate conflicts, and resolve them proactively

Responsibilities

• Provide administrative support for up to 200+ staff that may occupy the project office
• Manage reception for visitors and guests, greeting clients, vendors, and visitors, and issuing visitor badges.
• Escort confirmed guests, if necessary
• Enforce standard office security procedures and security badging accessibly including performing any related duties (as assigned)
• Issue temporary visitor passes, assist staff with badge issues, and manage inventory of badges
• Manage incoming and outgoing mail and packages
• Submit maintenance requests to building management as needed
• Operate workspace reservation software to manage the booking of office conference rooms
• Collaborate with other client offices for events, resources and support when needed

Support Office Manager

• Monitor and manage office supply inventory, replenishing office and kitchen supplies as necessary
• Maintain all refreshment equipment to serviceable and clean conditions, notifying vendors when service is needed or when supplies are needed
• Maintain and keep all legal postings up to date
• Implement and maintain adherence to health and safety code policies and procedures, as defined by Deloitte, client, and building management
• Address and triage building maintenance and/or technology-related requests
• Coordinate with the PMO to disseminate project-wide announcements to the project team related to project facility, health, and safety
• Manage the office calendar and if needed, coordinate meetings for project leadership (3-5 Client Partners and Managing Directors) and conferences (and may attend department meetings)
• Order and facilitate catered meals for office staff, as requested by project leadership
• Coordinate and organize logistics for office functions, including meetings, conferences, entertainment, receptions, and dinner arrangements with minimal direction from project leaders

TVT is an Information Technology (IT) professional business leader providing IT services to the public sector. Our firm is founded on the values of high integrity, trust, honesty, and commitment. We take pride in providing exceptional value to our clients by supplying and delivering the best IT project-based and hourly talent across the nation. We are business partners with many technology solution providers such as IBM, AWS, Google, Microsoft, Oracle, Tableau, Salesforce, and others. Tech Valley Talent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type protected by federal, state, or local laws. This policy applies to all terms and conditions of employment.