Administrative Assistant

GLOBE TAX SERVICES INCORPORATED•New York, NY

9d•$65,000 - $72,000•Onsite

About The Position

The Administrative Assistant position is one that maintains an efficient office environment through a variety of organizational tasks. This role manages all supply vendor relationships, processes and reconciles and makes payments for all supply accounts. The Administrative Assistant works directly with the HR/Admin team under the supervision of the Assistant HR Manager on a daily basis. The individual also works with all employees and departments as needed.

Requirements

1-3 years of corporate admin experience
Excellent verbal and written communication skills
Associate’s degree required, Bachelor’s degree preferred
Upbeat personality and strong presentation
Professional interpersonal etiquette
Ability to talk, listen, and speak clearly on the telephone
Ability to manage heavy call volume
Ability to organize, multi-task, and prioritize
Works well independently and within a group
Reliable, hardworking, and committed to providing top tier client service
Excellent computer proficiency (particular in MS Office – Word, Excel, and Outlook)
Ability to maintain regular, punctual attendance

Responsibilities

Direct all incoming calls, messages, and faxes to the appropriate employee.
Supervise all incoming and outgoing company mail (UPS, FedEx, DHL, USPS, etc.), by tracking and delivering to the proper team.
Serve as the primary contact for updates and management of the employee contact list, Call Tree and Org. Chart updates, administering Call Tree tests on a semiannual basis.
Communicate organizational updates to necessary parties (Marketing, PM, Admin and HRCM).
Serve as point of contact for all staff needs, ensuring the highest level of customer service and supporting with ad-hoc departmental projects as needed.
Order office supplies for onsite as well as for virtual GlobeTax employees, monitoring stock and ensuring that common spaces (including reception, kitchen, printing areas, and the pantry and supply closets) are stocked and organized in a neat manner.
When requested, support employees by ordering notary supplies and keeping record of notaries at GlobeTax.
Reconcile invoices according to order history to verify validity of charge and pay where necessary.
Record charges in AmEx spreadsheet and document monthly expenses in the HR budget.
Manage all incoming visitors, liaise with GlobeTax stakeholders and when requested, coordinate refreshments for client meetings.
Serve as auditor for FedEx invoices, ensuring validity of all charges prior to payment.
Compile and report monthly FedEx billing charges to employees where relevant.
Catalog and verify outgoing and incoming payments for Finance/OPS when requested.
Be proactive in recognizing and troubleshooting facilities related issues as they arise.
Serve as point person for any maintenance vendor that comes onsite, ensuring that COIs are obtained where necessary, any onsite Network team member is available when needed and security protocols are followed.
Act as liaison between GlobeTax and ONYP building management, providing requested tenant information and scheduling maintenance via Angus.
Assist the HR team in birthday and anniversary recognition, event planning and communications.
Assist the HR team in research and planning of annual GlobeTax initiatives, such as Giving Back Week and Wellness Week.
Support HR team with intern and temporary employee hiring and post-hire timesheet review.
Assist the HR team in coordination and completion of employee pre-onboarding and onboarding experience; including updates to the corporate org. chart and phone extension list, new hire desk set up, office tour, & creation of ID badge and building access card (process varies depending on onsite/virtual onboarding).