Office Administrator/Receptionist

Our client, a private equity investment firm located in Midtown Manhattan, is looking for a Temporary Office Administrator/Receptionist to join their team. This position will start ASAP for at least one month with the possibility to extend. The position will be in-office 5 days between the hours of 8:00/8:30 AM - 5:00/5:30 PM. Compensation is up to $40/hr.

Responsibilities

• Serves as point of first contact for meetings and hospitality, ensuring all guests are greeted, welcomed, comfortable, and directed appropriately.
• Manage visitor access (in the suite and in the building) and maintain security awareness.
• Answer and direct all incoming phone calls to the correct individuals in a timely manner; arrange for backup when away from receptionist desk.
• Manage daily mail delivery and coordinate FedEx deliveries and shipments.
• Assess needs and stock (and refresh) kitchen as well as office supply room multiple times a day.
• Maintain a list of necessary groceries. This includes ordering groceries, setting up delivery of groceries and putting away groceries upon arrival.
• Set up/break down conference rooms for meetings, coordinate catering for meetings and ensure necessary office supplies and technical equipment are ready if needed.
• Ensure all supply areas always have appropriate office supplies; placing orders for office supplies as needed.
• Manage all catered lunch orders for office meetings - including selection of caterer, placing the order, serving as contact to caterers upon arrival and setting up and cleaning up the kitchen.
• Coordinate with barista and on-site meal coordinator as needed.
• Plan and execute birthday and/or anniversary celebrations (ordering cake/snack, paper products, etc.).
• In partnership with the social chair, assist with office happy hours and team building events (both on and offsite)
• Partner with building management on all maintenance issues, access cards, cleaning needs and general office needs
• Ensure new hires have a clean and organized workspace prior to their first day. Assist in setting up office/desk space with supplies. Ensure space gets cleaned and extra supplies are put back in supply closet upon departure of employees
• Identify and implement opportunities for process improvements and cost savings.

Administrative Duties

• Copy, file, and maintain paper or electronic documents and records as needed
• Backfill administrative assistants who are on vacation to ensure all professionals receive support they would normally receive. This could include but is not limited to assisting with Concur, booking meetings, booking travel, answering phones and other general administrative support requests.
• Track all expenses for relevant team members and complete expense reports via Concur in line with the firm guidelines in a timely manner.
• Manage calendars, scheduling, group appointments and shared documents, including high priority and confidential items.
• Responsible for complex travel arrangements, which includes domestic, occasional international, multi-city travel; flights, hotels, ground transportation, and logistics for off-site meetings and/or events.
• Troubleshoot travel delays/cancellations, office equipment malfunctions & miscellaneous conflicts on emergent basis to a quick resolution.
• Coordinate special events and special projects, working with internal team members as well as key external parties including investors and third-party vendors.
• Occasionally handle other relevant tasks/requests as needed (e.g., mail, small errands).

Qualifications

• 3+ years of team administrative support in a corporate setting
• Degree is a plus
• Experience with Microsoft Office Suite and Concur
• Must have experience calendaring, booking travel and submitting expense reports
• Strong work ethic and willingness to learn.
• Positive attitude and ability to pick things up quickly.
• Team player who can roll up their sleeves and get things done.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)