Office Support Specialist
About The Position
At Menarini Stemline, smooth processes and systems are the key to our success. We’re looking for an office support specialist who has excellent organizational skills and a personable disposition to keep our company culture thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The office support specialist will provide strong, reliable support of office operations by maintaining the functionality of the workplace and being ready to collaborate with administrative support for the team. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.
Requirements
- Minimum of three years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or customer service field required
- 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
- Ability to maintain confidentiality of company information
Nice To Haves
- Bachelor’s degree or equivalent preferred
- 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
Responsibilities
- 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
Benefits
- Short-Term Incentive Programs
- Fidelity 401(k) (with 6% company match)
- Anthem Premier PPO and HDHP insurance plans
- Company paid Basic Life & AD&D insurance
- pre-tax FSA/HSA programs
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
