Primary Responsibilities:
- Manage front desk and the day-to-day operation of the office, including its overall maintenance and management of vendor contacts.
- Main point of contact for employee service calls, requests, and issues and provide day to day general administrative support to all departments (Traders, Finance, Operations and Accounting) on an as needed basis.
- Work closely with property management team to resolve or address all building safety, security, or maintenance issues.
- Greet visitors in a personalized, friendly, and inviting manner.
- Answer, screen, and effectively transfer calls to appropriate individuals, using proper judgment and problem-solving skills.
- Coordinate travel arrangements for staff and prepare expense reports.
- Coordinate conferences, meetings, special events, lunches, etc.
- Operate a variety of office equipment (copiers/printers) and perform basic maintenance to ensure daily readiness (toner replacement, paper refill, etc.)
- Validate visitors parking when needed.
- Distribute incoming mail and/or other materials and answer routine letters.
- Ensure the lobby/conference rooms/break room are presentable, organized, and well stocked.
- Monitor, order and maintain office/kitchen supplies inventory.
- Support Accounting by coordinating administrative invoice approvals to initiate payment process.
- Perform additional duties as assigned and participate in special projects as required.
Job Skills & Qualifications:
- Bachelor's degree in Business Administration, Finance, Accounting, or a related field.
- Excellent written and verbal communication skills. Bilingual (English/Spanish) is preferred.
- 3+ years of work experience in an administrative role.
- Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment.
- Must have excellent presentation and interpersonal skills to interface with all levels of management.
- High level of confidentiality and professionalism.
- Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
- Strong organizational skills, attention to detail and ability to demonstrate problem-solving skills.
- Ability to work flexible hours when needed.