Office Administrator, Albany, NY, US

Intellibee; New York (NY); Sur place; USD 55 000 - 75 000; Plein temps

Avantages offerts par ce poste

Long-Term stability

Health coverage

401(k) plan

Green Card assistance

Résumé du poste

Intellibee seeks an experienced receptionist/administrative assistant to serve as the face of the office, supporting up to 200 staff and visitors in our New York office.

You will manage reception, visitor badges, mail, access control, and coordinate meeting spaces, while collaborating with office leadership to ensure smooth operations and a welcoming environment.

Qualifications

• 3+ years of receptionist or administrative support experience for a large office or executives.
• Excellent interpersonal and communication skills to provide exceptional customer service to staff and clients.
• Ability to anticipate problems and take initiative.
• Ability to prioritize, multi-task and manage time effectively.
• Legally authorized to work in the United States without employer sponsorship.
• Able to adapt to new procedures, sudden schedule changes, or evolving project requirements.
• Sensitive to a diverse, cross-functional team and communicate respectfully across demographics.

Responsabilités

• Provide administrative support for up to 200+ staff occupying the project office.
• Manage reception for visitors, greet clients, vendors and guests, and issue visitor badges.
• Escort confirmed guests if necessary.
• Enforce standard office security procedures and badge access.
• Issue temporary visitor passes and manage badge inventory.
• Manage inbound/outbound mail and packages.
• Submit maintenance requests to building management as needed.
• Operate workspace reservation software to book conference rooms.
• Collaborate with other IntelliBee offices for events and resources as needed.
• Support Office Manager and monitor office supply inventory.
• Maintain refreshment equipment and notify vendors when service is needed.
• Keep legal postings up to date and ensure health and safety policies are followed.
• Address building maintenance and technology-related requests.
• Coordinate project-wide announcements via PMO and organize meetings.
• Arrange office leadership meetings and conferences as required.
• Order and organize catered meals and coordinate office functions.

Connaissances

Receptionist experience

Interpersonal skills

Customer service

Communication

Initiative

Time management

Teamwork

Description du poste

• Ability to serve as the “face” of 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 Client 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 Client, 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

Benefits at IntelliBee

• Long-Term Stability: Join us on a multi-year opportunities with room to grow.
• Comprehensive Health Coverage: Access quality healthcare benefits to keep you and your family well.
• Future Planning: Enroll in our 401(k) program and invest in your financial security.
• GC Assistance: We support immediate Green Card processing, if required.