Office Services Administrator

Summary: We are seeking a highly organized and dependable Office Services Administrator to join our team and manage the daily operations of our office. In this role, you will serve as the backbone for the office environment, ensuring smooth operations and providing vital administrative support to our team. This is a part-time position with 3-4 days working onsite in our office located in Irvington, NY, from 9:00 am until 2:00 pm.

The Office Services Administrator will oversee daily office management, ensuring that the office environment runs efficiently and that all administrative needs are met. This includes coordinating with building management, handling food orders, managing office supplies, receiving deliveries, and providing general administrative support to executives and staff.

Responsibilities will include, but are not limited to:

· Daily Office Management: Ensure the office operates smoothly, keeping the environment organized, clean, and conducive to productivity.

· Building Management Liaison: Function as the primary point of contact for building management, addressing any issues related to office maintenance, repairs, and facility services.

· Food Orders & Instacart: Coordinate food orders for meetings or office events and manage regular grocery orders through Instacart or similar services for office needs.

· Expense Report Filing: Assist in filing and submitting executive expense reports accurately and in a timely manner.

· Filing & Storage: Maintain an organized system for filing and storing office documents, ensuring easy access and confidentiality of records.

· Office Supplies: Monitor and maintain office supplies inventory, ordering replacements as needed to ensure the office remains fully stocked.

· Deliveries & Mail: Receive company deliveries, ensuring proper distribution to relevant departments. Manage incoming and outgoing mail, packages, and courier services.

· Phone Message Management: Answer and direct phone calls, take messages as necessary, and ensure prompt communication with staff and clients.

· Administrative Support: Provide general administrative support to the team, including scheduling meetings, preparing documents, handling correspondence, and other ad hoc tasks.

· Event Coordination: Assist in organizing office events, team-building activities, and other employee engagement initiatives as needed.

Requirements:

· 2+ years of experience in office administration or a similar role, preferably within a finance or professional services environment.

· Strong organizational and multitasking skills with the ability to prioritize tasks effectively.

· Excellent communication skills, both written and verbal.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Ability to manage sensitive and confidential information with discretion.

· Strong attention to detail and problem-solving skills.

· Ability to work independently, take initiative, and be resourceful.

· A proactive, positive attitude with the flexibility to manage a variety of tasks.

· This is an in-office position in a fast-paced and collaborative work environment. You will be collaborating with a small team of professionals, with many opportunities to contribute and grow within the company.

Salary Expectations: Hourly pay range: $25.00 – $30.00

How to Apply: Please submit an email stating your interest in this position along with your resume to careers@x-calibercap.com.