Office Administrator

Thewealthalliance; Melville (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a dedicated Office Administrator to enhance office operations and provide exceptional customer service. This role involves managing communications, maintaining records, and ensuring a welcoming environment for clients and visitors. You will be the first point of contact, responsible for directing calls, greeting guests, and overseeing administrative tasks. If you are detail-oriented, organized, and possess excellent communication skills, this is a fantastic opportunity to contribute to a dynamic team and make a positive impact in a thriving office environment.

Qualifications

• Bachelor's degree preferred with proficiency in Microsoft Office.
• Detail-oriented with excellent communication skills required.

Responsibilities

• Manage office communications and facilitate key tasks for efficient operations.
• Direct calls, greet clients, and maintain office supplies and records.

Skills

Detail-oriented

Excellent verbal communication

Excellent written communication

Organizational skills

Customer service

Ability to work independently

Multi-tasking

Proactive attitude

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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Job Description

OFFICE ADMINISTRATOR LOCATION: MELVILLE, NY

Brief Description
The Office Administrator is responsible for managing office communications and facilitating key tasks and procedures to ensure effective and efficient operations firm-wide. They will act as the first point of contact for internal and external parties of the firm while consistently offering excellent customer service.

Responsibilities

• Directing incoming and outgoing calls, from a multi-line phone system, to appropriate parties
• Greeting all clients/visitors, ensuring guests are comfortable and connected with appropriate personnel.
• Always maintaining a positive, professional demeanor and ensuring all guests receive an outstanding impression of the firm is essential
• Managing the administrative calendar as well as calendars designated for the utilization of conference rooms
• Monitoring and ordering inventory for office, as well as break room and cleaning supplies
• Filing and organizing records, inputting invoices, and maintaining other important and confidential documentation
• Managing incoming and outgoing correspondence, including emails, faxes, mail, and express packages
• Keeps management informed and oversees building related matters including scheduling of repairs, maintenance, inspections, security, etc.
• Evaluate/Develop/Implement procedures with team members to improve office operating efficiencies
• Assist the Compliance group with various record keeping tasks
• Assist Advisory teams with ad-hoc tasks

Qualifications And Requirements

• Bachelor’s Degree is preferred
• General knowledge of office management practices and procedures
• Proficiency and experience using Microsoft Word, Excel, and Outlook
• Must be detail oriented and highly organized
• Ability to maintain privacy of confidential records, correspondence, and/or files
• Ability to work independently
• Ability to work effectively under time constraints to meet deadlines and multi-task
• Ability to work in a dynamic team environment and gets along well with others
• Must be proactive in looking for ways to assist around the office
• Must possess excellent verbal and written communication skills
• Must possess a friendly, courteous, and professional demeanor at all times
• Ability to manage one’s own time and the expectation of others
• Maintain acceptable attendance standards

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative