Office & Operations Coordinator

3416US00 Howden US Services LLC; New York (NY); On-site; USD 54,000 - 67,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Wellbeing benefits

Unlimited PTO

401(k) with company match

Volunteer days

Job summary

DUAL North America, Inc. in New York, NY seeks an Office Administrator to sustain day-to-day office operations and provide essential administrative support. The role involves document management, data entry, meeting coordination, mail handling, and expense processing.

The ideal candidate is proactive, organized, and detail-oriented, with 2 years of relevant experience and strong MS Office proficiency. AI-enabled tools like Copilot are encouraged; the position is full-time and in-office.

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, and Teams).
• Ability to use or willingness to learn AI-enabled workplace tools 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.

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 to support administrative tasks and improve efficiency.
• Assist with special projects and provide administrative support to team members and leadership as needed.

Skills

Organizational skills

Communication skills

Work autonomy

Flexibility

Confidentiality

Team collaboration

Attention to detail

Education

High school diploma

Tools

Microsoft Office

AI tools (Copilot)

Job description

DUAL North America, Inc. in New York, NY seeks an Office Administrator to sustain day-to-day office operations and provide essential administrative support. The role involves document management, data entry, meeting coordination, mail handling, and expense processing.

The ideal candidate is proactive, organized, and detail-oriented, with 2 years of relevant experience and strong MS Office proficiency. AI-enabled tools like Copilot are encouraged; the position is full-time and in-office.