Office Support Specialist

The Citco Group Limited • Tredyffrin Township, PA

1d • Onsite

About The Position

The Business Services Administrator is responsible for performing administrative and tangible tasks to support the Facilities group and general staff of Citco US. Main areas cover mail services, shipping and receiving, document control, printing services, IR admin support, and general office and facility services.

Requirements

• Excellent written and oral communication skills
• Excellent Microsoft Office Suite and Outlook skills
• Strong attention to detail and be able to complete tasks timely and accurately
• Ability to multi-task and take on multiple projects
• Ability to lift over 50lbs.
• Strong organizational and interpersonal skills
• A customer service oriented attitude

Nice To Haves

• Knowledge of mail equipment, fax and copy machines an asset
• Handyman skills an asset
• Financial services office environment an asset
• University degree an asset

Responsibilities

• Administer staff office attendance
• Assist to clear out desks
• Sort and deliver incoming mail and courier shipments
• Drop off mail and courier shipments at vendor drop offs
• Meter outgoing mail, process and track same day and overnight courier shipments in the Master Incoming/Outgoing Courier Log
• Control inventory purchase program
• Maintain accurate inventory control checklists with up-to-date item codes, descriptions, locations and pricing
• Control distribution of specialty or bulk supplies
• Record physical inventory counts
• Place orders through phone, email or web using the Purchase Order Log procedures
• Receive vendor deliveries, including verifying correct shipments to packing slip
• Physical put away of inventory into proper locations
• Properly store and match packing slips to invoices
• Log and stamp invoices
• Administer business services such as binding, printing (colour), laminating and business cards
• Assist with records management functions such as new box preparation (archiving), retrievals, pickups and inventory reports
• Scan and file documents such as invoices, incoming IR mail; assist with mail outs, IR special projects and drop filing
• Update applicable lists, logs and databases such as (but not limited to): Ergonomic Log, Headset Log, Fire Warden database, and Floor Plans
• Clear out spam faxes on electronic fax folder(s)
• Ensure adequate supply of benefits claim forms and envelopes in copy rooms, batch and mail submissions
• Organize, setup and oversee desk moves including clearing unoccupied desks, name tags, preparing for new hires
• Assist with key control distribution
• Provide backup Fire Warden Duties
• Maintain business center office areas and freight elevator areas in a neat manner; daily floor rounds
• Coordinate with building contractors for facility services (e.g., light bulb changes, copier maintenance)
• Assist with internal audits of inventory, floor plans or physical assets
• Assist with other general administrative and facilities management duties as required

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Short-term disability benefits
• Long-term disability benefits
• Retirement savings plan
• Tuition reimbursement
• Mental health and wellness support
• Parental leave
• Annual discretionary bonus pool based on company profitability and individual contributions

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed