Office Support Specialist
About The Position
The Office Support Specialist provides reliable support for office operations by maintaining workplace functionality, supporting administrative needs, and helping foster a positive, inclusive company culture. The role manages day-to-day office activities and serves as the main point of contact in the reception area. It requires flexibility in responding to routine needs and unexpected requests, strong organizational skills, and collaboration with teams across the organization. This is a permanent, non-exempt role that is eligible for overtime. The position is in-office five days per week, with work hours that may shift as determined by the Senior Manager. Occasional after-hours or weekend support is needed in a backup or on-call capacity. The position is classified as a corporate office role; New York state income taxes will be withheld for all corporate office employees under the New York state employer convenience rule, including employees working remotely.
Requirements
- At least three years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or in customer service.
- Strong time-management, organizational, and interpersonal skills; flexibility; and excellent multitasking ability.
- High 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 and a keen eye for detail.
- Ability to maintain confidentiality of company information.
- Ability to lift up to 15 pounds at times.
- Bachelor’s degree or equivalent is preferred, not required.
Nice To Haves
- Bachelor’s degree or equivalent.
- Google Suite experience.
- Microsoft Suite experience, including PowerPoint, Excel, and Word.
- Concur experience.
- SAP experience.
Responsibilities
- Manage day-to-day office activities and serve as the main point of contact in the reception area.
- Maintain the visitation system, common areas, inventory system, office procedures, digital file systems, and supplies and equipment; greet visitors and distribute incoming mail and packages.
- Maintain and stock the kitchen and pantry for employees and daily guests.
- Oversee office equipment, identify supply needs, acquire supplies, manage vendor relationships, and coordinate full-service catering orders when requested.
- Conduct daily and weekly office checks, including checking conference room functionality and facility maintenance.
- Collaborate with IT, HR, Finance, R&D, Commercial, and other functional areas on assignments.
- Host international colleagues and arrange hotels, car service, flights, and dining as needed.
- Assist with contract preparation and tracking, vendor communication, and digital filing.
- Process and reconcile expense reports and receipts as needed.
- Provide direct administrative support, including scheduling appointments, meetings, and events; booking travel; and working on special projects.
- Back up the Senior Manager and Executive Assistant as needed, including administrative tasks and office tours.
- Handle other administrative and operations projects and duties as needed or assigned.
Benefits
- Fidelity 401(k) with company match.
- PPO and HDHP healthcare insurance plans.
- Company-paid Basic Life and AD&D insurance.
- Pre-tax FSA/HSA programs.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
