Office Operations & Admin Specialist

Menarini Stemline; New York (NY); Vor Ort; USD 79.000 - 93.000; Vollzeit

Zusammenfassung

Menarini Stemline is seeking an Office Support Specialist in New York to maintain a smooth workplace and support a growing team. You will manage reception, coordinating supplies, and assist IT, HR, Finance, and R&D on diverse tasks to sustain an efficient office culture.

The ideal candidate has 3+ years of office experience, a Bachelor’s degree preferred, and strong time-management and multitasking abilities.

Qualifikationen

• Minimum of three years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or customer service field required
• Bachelor’s degree or equivalent preferred
• Strong time-management, organizational, and interpersonal skills, high degree of flexibility, and excellent multitasking ability
• High level of proficiency with office applications, and aptitude for learning new software and systems
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Customer oriented mindset with a keen eye for details
• Google Suite experience a plus
• Microsoft Suite a plus (PowerPoint, Excel, Word)
• No task is too small attitude
• Concur experience a plus
• SAP experience a plus
• Ability to maintain confidentiality of company information
• Must be able to lift up to 15 pounds at times

Aufgaben

• Manage day-to-day office activities as main point of contact in reception area
• Ensure office efficiency by maintaining visitation system, common areas, greeting visitors, inventory system, organizing procedures, handling heavy incoming mail/package distribution, managing digital file systems, and overseeing supplies and equipment
• Responsible for maintaining kitchen and pantry area, ensuring both areas are fully stocked for employees and daily guests
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate full service catering orders when requested
• Conducts daily and weekly checks throughout office including conference room functionality and facility maintenance
• Collaborates across functional areas such as IT, HR, Finance, R&D, Commercial, and others on various assignments
• Hosts international colleagues and assist with all arrangements related to hotel, car service, flights, and dining, if necessary
• Assist with contract preparation, tracking, vendor communication, and digital filing
• Process and reconcile expense reports and receipts as needed
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel and special projects
• Backup for Senior Manager and Executive Assistant when needed including administrative tasks and office tours, as well as other duties as assigned or necessary
• Other administrative and operations project responsibilities as needed

Kenntnisse

Office administration

Time management

Organizational skills

Interpersonal skills

Google Suite

Microsoft Office

Concur

SAP

Ausbildung

Bachelor's degree or equivalent

Tools

Google Suite

Microsoft Office

Concur

SAP

Jobbeschreibung

Menarini Stemline is seeking an Office Support Specialist in New York to maintain a smooth workplace and support a growing team. You will manage reception, coordinating supplies, and assist IT, HR, Finance, and R&D on diverse tasks to sustain an efficient office culture.

The ideal candidate has 3+ years of office experience, a Bachelor’s degree preferred, and strong time-management and multitasking abilities.