Administrative Coordinator

Beacon Hill - Job Details
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Administrative Coordinator

New York, New York

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Full Time Temporary/Contract

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$ 30 - $ 30 per hour

New York, New York

Full Time Temporary/Contract

$ 30 - $ 30 per hour

July 09, 2024

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Job ID: A1382170NY-Temp_1720533820

July 09, 2024

Job ID: A1382170NY-Temp_1720533820

Job Summary

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Our client, a pension fund in Midtown, Manhattan is looking to hire a Temporary Administrative Coordinator to join their NYC team. This position will be mid-July to mid-September with flexibility to extend. This will require 5 days in office. Hours are 8:30am-4:30pm with availability for OT as needed. Hourly rate is up to $30/hr

Responsibilities include:

Office Operational Management

  • Ensure that the offices remain in an immaculate state at all times;
  • Act as a resource person for any question relating to the operation and maintenance of the premises;
  • Monitor inventory and ensure proper stocking of stocks of food and beverages, office supplies and equipment;
  • Monitor equipment, suggest improvement and anticipate any issue that may arise;
  • Manage relationships and agreements with service providers including but not limited to service and maintenance companies, mobile phone and Internet service provider, IT providers, plant maintenance companies etc.;
  • Anticipate termination of office agreements and continuously audit services performed by suppliers and suggest improvements when needed;
  • Stay abreast of the office's various needs.

Administrative Support

  • Provide administrative support to the head of the office ensuring calendar management, travel organizations, visitor management and support of employee initiatives;
  • Provide administrative support to other team members as needed;
  • Be a backup for other assistants and for the reception in case of absences;
  • Act as a right hand to the operation director for various projects including moves and upgrades of offices;
  • Prepare and edit presentations as needed;
  • Participate in meetings and take notes;
  • Help schedule, manage the documents and handle the coordination for various committees;
  • Perform any task that may be entrusted by one of the managers or required by their duties.

Coordination

  • Act as a resource person for general services in Montreal;
  • Regularly update and communicate relevant information that affect the employees of the office;
  • Manage purchase requests as well as payment of invoices respecting processes and deadlines and rigorously monitoring the entire payment process;
  • Under the supervision of the operations director, assist with optimizing, documenting, and communicating administrative processes;
  • Play an integral part in the cohesion and efficiency of the admin team and help manage the activity of the assistants who sit at the reception;
  • Act as a resource person for everything related to the team's document management, both paper and electronic;
  • Ensure proper compliance with procedures and participate in the verification of expense claims by working with assistants, as well as by proposing any relevant improvement to the regional operations director;
  • Work closely with counterparts from other offices to share best practices and ensure harmony in operating methods;
  • Be a reliable point of contact to employees for benefit-related queries;
  • Provide support for all applicable HR processes such as visa applications, health and safety, onboarding of new employees, vacation tracking and employee support on the Workday tool.

Qualifications:

  • 3+ years administrative experience in a corporate setting
  • BA highly preferred
  • Preferred experience in an international group
  • Strong proficiency with general IT tools, particularly Word, Excel and PowerPoint software
  • Knowledge of Concur and SharePoint considered an asset
  • Excellent command of written and spoken English. French is a plus!
A1382170NY-Temp_1720533820

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

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.

We look forward to working with you.

Beacon Hill. Employing the Future™