Office Administrator – Finance & Real Estate Firm

KLA Industries; New York (NY); On-site; USD 135,000 - 165,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

KLA Industries in New York City seeks a polished Junior Office Administrator to support the day-to-day operations of the Midtown Manhattan office, reporting to the office manager and assisting senior leadership. This role emphasizes confidentiality, accuracy, and professional client service.

Based in Midtown with four in-office days and occasional travel to Stamford, CT, you will coordinate calendars, meetings, travel, and documents while maintaining an exceptional workplace environment and

Qualifications

• College degree.
• 5+ years of administrative or office experience in financial services or similar.
• Past experience in financial services, banking, or corporate office environment.
• Familiarity with office management software and document management systems.
• Basic knowledge of financial industry terminology and business practices.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Professional demeanor and strong customer service skills.

Responsibilities

• Answer and direct incoming phone calls and greet clients and visitors professionally.
• Schedule meetings, maintain executive and team calendars, and coordinate conference room bookings.
• Prepare, organize, and file financial documents, reports, and correspondence.
• Perform data entry and maintain accurate electronic and paper records.
• Process incoming and outgoing mail, packages, and courier services.
• Order and maintain office supplies and coordinate with vendors.
• Assist with preparing presentations, reports, and meeting materials.
• Coordinate travel arrangements and expense reports for staff.
• Ensure office equipment is functioning properly and arrange maintenance if needed.
• Maintain confidentiality when handling sensitive financial and client information.
• General administrative support to executives, financial advisors, and office staff.

Skills

Office coordination

Communication

Time management

Attention to detail

Customer service

MS Office

Education

College degree

Tools

Microsoft Office Suite

Job description

KLA Industries in New York City seeks a polished Junior Office Administrator to support the day-to-day operations of the Midtown Manhattan office, reporting to the office manager and assisting senior leadership. This role emphasizes confidentiality, accuracy, and professional client service.

Based in Midtown with four in-office days and occasional travel to Stamford, CT, you will coordinate calendars, meetings, travel, and documents while maintaining an exceptional workplace environment and