Office Administrator

DUAL North America, Inc.; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

DUAL North America is seeking an Office Administrator to maintain the day-to-day operations of our New York office. This role provides essential administrative support, handling document management, data entry, meeting coordination, and mail distribution to ensure a smooth, efficient workspace.

The ideal candidate is proactive, organized, dependable, and eager to develop administrative and professional skills in a collaborative, people-focused environment.

Qualifications

• High school diploma or equivalent.
• 2 years of administrative, customer service, internship, or office support experience preferred.
• Intermediate knowledge of Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to use or willingness to learn AI-enabled workplace tools to assist with scheduling and documentation.
• Strong attention to detail and ability to manage calendars.
• Excellent verbal and written communication skills.

Responsibilities

• Provide general administrative support to ensure efficient day-to-day operation.
• Answer and direct phone calls, emails, and inquiries professionally and promptly.
• Welcome visitors and assist with front-office reception activities.
• Coordinate meeting logistics and prepare meeting materials.
• Support calendar management and maintain accurate calendar updates.
• Perform data entry and maintain accurate records (electronic and physical).
• Manage mail, packages, and deliveries; restock office supplies.
• Prepare copies, presentations, reports, and other documents.
• Assist with basic expense administration and invoice tracking.
• Support onboarding activities and collaboration with team members.

Skills

Microsoft Office

Communication

Organization

Multitasking

AI tools

Calendar management

Education

High School Diploma

Tools

Microsoft Copilot

Job description

• Reports to: Executive Assistant to the CEO & CFO
• Travel: 0-10%
• Location: New York, NY, In-office

Role overview

DUAL North America is seeking an Office Administrator to maintain the day-to-day operations of one of our key regional offices. This role provides essential administrative and operational support to help ensure the smooth and efficient functioning of the office. This role is responsible for assisting with a variety of routine administrative tasks, including document management, data entry, meeting coordination, mail distribution, visitor support, expenses processing and general office organization.

The ideal candidate is proactive, organized, dependable, detail-oriented, and eager to develop their administrative and professional skills.

Role Responsibilities

• Provide general administrative support to ensure the efficient day-to-day operation of the office.
• Answer and direct phone calls, emails, and other inquiries in a professional and timely manner.
• Welcome visitors and assist with front-office reception activities.
• Coordinate meeting logistics, including scheduling meetings, managing conference room reservations, and preparing meeting materials.
• Support calendar management by scheduling appointments and maintaining accurate calendar updates.
• Perform data entry and maintain accurate electronic and physical records.
• Scan, file, organize, and retrieve documents as needed.
• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor office supply inventory and coordinate restocking of supplies.
• Prepare copies, presentations, reports, and other administrative documents.
• Assist with basic expense administration, including receipt collection, expense report preparation, invoice tracking, and maintaining supporting documentation.
• Maintain organized and professional common office areas and meeting spaces.
• Support employee onboarding activities, such as preparing workspaces and coordinating office resources.
• Utilize Microsoft Office applications and AI-powered productivity tools, such as Microsoft Copilot, to support administrative tasks and improve efficiency.
• Assist with special projects and provide administrative support to team members and leadership as needed.

Key Requirements

• High school diploma or equivalent.
• 2 years of administrative, customer service, internship, or office support experience preferred.
• Intermediate knowledge of Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to use or willingness to learn AI-enabled workplace tools (such as Microsoft Copilot or similar technologies) to assist with scheduling, document preparation, information gathering, and administrative workflows.
• Ability to coordinate meetings, schedule conference rooms, and manage calendars with strong attention to detail and follow-through.
• Basic understanding of expense management processes, including receipt collection, expense report submission, invoice tracking, and maintaining accurate records.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Positive attitude and willingness to learn.
• Ability to work independently and as part of a team.
• Flexibility and adaptability to support evolving business needs.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Enjoy being in the office and thrives in a collaborative, people-focused environment.
• Must be able to remain in a stationary position 50% of the time, with occasional movement in the office to access cabinets and equipment.
• If you do not meet all the qualifications for this role, we still encourage you to apply.