Office & Operations Specialist - Onsite (5 days)

MENARINI Group; New York (NY); Sur place; USD 79 000 - 93 000; Plein temps

Avantages offerts par ce poste

Fidelity 401(k) with company match

PPO and HDHP insurance plans

Company-paid Basic Life & AD&D

Pre-tax FSA/HSA programs

Résumé du poste

Menarini Stemline is seeking an Office Support Specialist to maintain the efficiency of day-to-day office operations and support a positive, inclusive work environment. The role requires strong organizational skills, adaptability, and a customer-service mindset, with occasional after-hours support and in-office presence five days a week.

The successful candidate will liaise with IT, HR, Finance, R&D and other teams, assist with contracts, travel arrangements, and expense processing, and provide

Qualifications

• 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

Responsabilités

• 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

Connaissances

Time management

Organizational skills

Interpersonal skills

Multitasking

Flexibility

Detail orientation

Confidentiality

Formation

Bachelor’s degree or equivalent

Outils

Concur

SAP

Description du poste

Menarini Stemline is seeking an Office Support Specialist to maintain the efficiency of day-to-day office operations and support a positive, inclusive work environment. The role requires strong organizational skills, adaptability, and a customer-service mindset, with occasional after-hours support and in-office presence five days a week.

The successful candidate will liaise with IT, HR, Finance, R&D and other teams, assist with contracts, travel arrangements, and expense processing, and provide