Office Administrator, Onsite (Part Time)

Ava Labs; New York (NY); On-site; USD 125,000 - 150,000; Part time

Job summary

Join a dynamic blockchain development team as a part-time Office Administrator in New York! This role offers a unique opportunity to be part of a pioneering firm that is reshaping the Web3 landscape. You will play a crucial role in ensuring a welcoming and efficient office environment, managing supplies, and coordinating vendor services. With a focus on organization and communication, you'll contribute to a vibrant workplace culture that values innovation and collaboration. If you're passionate about making a difference in a fast-paced environment and enjoy curating a positive atmosphere, this position is perfect for you.

Qualifications

• Proven experience as an Office Administrator or similar role.
• Strong organizational and multitasking skills with attention to detail.

Responsibilities

• Coordinate office operations and maintain a professional work environment.
• Manage supplies, vendor coordination, and provide clerical assistance.

Skills

Organizational Skills

Multitasking

Communication Skills

Customer Service

Attention to Detail

Education

High School Diploma

Bachelor's Degree (Preferred)

Tools

Microsoft Office Suite

Monday.com

Officely

Job description

Office Administrator, Onsite (Part Time)

Looking to join a world-class blockchain development team? Ava Labs makes it simple to deploy high-performance solutions for Web3, led by innovations on Avalanche. The company was founded by Cornell computer scientists, who partnered with Wall Street veterans and early Web3 leaders to execute a promising vision for redefining the way people build permissionless networks. Ava Labs is redefining the way people create value with Web3. Join us as we empower people to easily and freely digitize all the world’s assets on one open, programmable blockchain platform.

Our People Team is looking for an experienced and dynamic candidate to join our team as a part time Office Administrator for our NY HQ. As an Office Administrator, you will be responsible for coordinating office operations and ensuring a smooth, professional, welcoming and efficient work environment. We are looking for someone with a customer-first mindset and able to help be a critical piece in curating an inviting and positive atmosphere.

Standard Hours

• Monday: 10am - 1pm
• Tuesday: 8am - 5pm
• Thursday: 8am - 5pm

What You Will Do

• Office Cleanliness: Keep the office tidy and organized to ensure a productive and professional environment.
• Security and Attendance: Monitor office access and ensure only employees or authorized visitors are on the premises. Track attendance via Officely.
• Supply Management: Manage weekly grocery shopping within budget (via Instacart or FreshDirect) and ensure the fridge/pantry are stocked and well-maintained. Check for and discard expired products. Monitor the front desk supply inventory (e.g., printer paper, pens, notepads) and cleaning supply inventory and restock as needed. Coordinate Cintas monthly office visits.
• Vendor Coordination: Oversee office vendors and services, including the lunch program, office cleaners, Officely, Google Calendar, LawVu, HVAC, electrical and other office-related tools/repairs.
• In-Office Events: Assist our People Ops Coordinator in coordinating in-office events, adjusting work hours as necessary to accommodate event logistics. Assist with tracking NYC HQ event agreements and resource allocation.
• Provide Light IT Support: Troubleshoot office technology such as phones, printers, and video conferencing.
• Clerical Assistance: Receive and manage mail and deliveries as well as prepare and dispatch outgoing mail. Provide general administrative support, including printing, filing, faxing, and scanning documents. Manage meeting room reservations for visitors and executives. Enforce emergency procedures in the case of fire drills or urgent situations, ensuring the safety of all office occupants.
• Hot Desk Coordination: Ensure that desk bookings are accurate for employees in the office. Track and adjust attendance manually in Officely as necessary.
• Visitor Management: Act as the first point of contact for clients, guests, and visitors entering the office. Ensure all visitors complete NDAs and have their meetings scheduled in advance. Maintain a friendly, professional demeanor, offering hospitality and making visitors feel comfortable throughout their stay.
• Welcoming Environment: Foster a warm and professional atmosphere for all visitors. Ensure that the reception area and overall office environment reflect the company’s image and values.
• Project Tracking: Use tools like Monday.com to track ongoing office-related projects and vendor tasks, ensuring deadlines and requirements are met.

What You Will Bring

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Ability to work independently and collaboratively in a fast-paced environment.
• Previous experience supporting HR functions is a plus.

Hourly Range: $26 to $30

*Benefits offered for candidates hired with more than 30 hours of fixed work per week.

WHY AVA LABS?

If you've ever thought about joining an early stage Web3 company - this is it! We're a global, world-class team of experts in computer science, economics, finance, marketing, and law with offices in New York City and Miami. We're highly passionate about Web3 and redefining the way people build and use finance and decentralized applications of all kinds. The company received early-stage funding from Andreessen Horowitz, Initialized Capital, and Polychain Capital, with angel investments from Balaji Srinivasan and Naval Ravikant. Join us and be a pioneer in a new technology that will have implications across a range of verticals such as finance, gaming, investing, collectibles, among many others.

Ava Labs is committed to diversity in the workplace and we’re proud to be an Equal Opportunity Employer. We do not hire on basis of race, color, religion, creed, gender, national origin, citizenship, age, disability, veteran status, marital status, pregnancy, parental status, sex, gender expression or identity, sexual orientation, or any other basis protected by local, state or federal law. All employment is decided on the basis of qualifications, merit, and business need.

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