Office Manager New York

We are currently looking for a person to fill a full-time permanent position in a dynamic and growing global consulting firm located in New York City. The responsibilities include the execution of administration, human resources, marketing and travel related activities in coordination with central corporate areas.

FUNCTIONS

Administration:

• Provide administrative executive support to Management controlling and registering of expenses, including the request and registry of checks.
• Support the MIS process: feed information into the systems periodically, reconcile management and accounting information, support the information flow to the headquarters.
• Support employees in the time and expenses reporting processes.

Travel:

• Manage contacts with hotels, apartment owners, flights and trains booking agencies.
• Search for best offers ensuring the application of corporate policies. Handle reservations, bookings, and maintain accurate records in the internal system

General administrative responsibilities:

• Office reception desk, calls, mailing, shipping, filing and copying. Manage procurement of all office supplies, equipment and furniture. Monitor and control office supplies and hardware.
• Support relationship with outsources and vendors (training companies, etc.).
• Filing and maintenance of contracts (clients, office, provider, vendors, etc.) and activation of renewal processes.
• Support relationship with clients: meeting arrangement, invoice process.
• IT and Office Management Support: Coordinate with IT for general office needs, including WiFi maintenance, troubleshooting laptop incidents, and managing building access cards.

Human Resources:

• Support personnel recruiting process: contact with universities, arrange meetings with candidates and update Human Resources Data Bases. Collaborate in “onboarding process” for new hires.
• Assist in screening and scheduling candidates throughout the recruitment process
• Support training activities including preparation and room set up as well as attendance.

Marketing:

• Organization of meetings and seminars relating the Financial Industry: contact assistance and follow up, hotel services, catering, etc.).
• Organization of yearly corporate events (Christmas dinner, USA yearly meetings, etc.).
• Support to the execution of Social Action activities.

REQUIREMENTS:

• Professional proficiency in Spanish
• Strong verbal and written communication skills.
• Ability to effectively negotiate with customers, vendors and internal staff.
• Proven organizational skills with extremely strong attention to details.
• Positive attitude, be energetic, enthusiastic, and be able to manage own time.
• Proven ability to work simultaneously in multiple tasks, problem solve, be a self-starter.
• Manage confidential information and activity with extreme professionalism.
• Strong skills and expertise in Microsoft Office.
• Previous experience in office management and administrative tasks.