Office Administrator

Office Administrator, Albany, NY, US Office Administrator Experience: 5 Years Required Skills Ability to serve as the “face” of Client in the office, representing firm culture and standards to both staff and guests 3+ years of work experience as a receptionist for a large office or administrative assistant supporting high level executives or c-suite executives Fundamental computer skills – Microsoft Outlook, Word, Excel, PowerPoint Excellent interpersonal and communication skills with the ability to provide exceptional customer services to both Client staff and clients Ability to anticipate problems and take initiative Ability to prioritize and multi-task; excellent time management Ability to work well in a team environment Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future Comfortable adapting to new procedures, sudden schedule changes, or rapidly evolving project requirements Sensitive to the needs of a diverse, cross-functional team and able to communicate respectfully across all demographics Preferred Skills Ability to coordinate complex meeting logistics across time zones, book meeting rooms, anticipate conflicts, and resolve them proactively Responsibilities Provide administrative support for up to 200+ staff that may occupy the project office Manage reception for visitors and guests, greeting clients, vendors, and visitors, and issuing visitor badges. Escort confirmed guests, if necessary Enforce standard office security procedures and security badging accessibly including performing any related duties (as assigned) Issue temporary visitor passes, assist staff with badge issues, and manage inventory of badges Maintain visitor logs Manage incoming and outgoing mail and packages Submit maintenance requests to building management as needed Operate workspace reservation software to manage the booking of office conference rooms Collaborate with other Client offices for events, resources and support when needed Support Office Manager: Monitor and manage office supply inventory, replenishing office and kitchen supplies as necessary Maintain all refreshment equipment to serviceable and clean conditions, notifying vendors when service is needed or when supplies are needed Maintain and keep all legal postings up to date Implement and maintain adherence to health and safety code policies and procedures, as defined by Client, client, and building management Address and triage building maintenance and/or technology-related requests Coordinate with the PMO to disseminate project-wide announcements to the project team related to project facility, health, and safety Manage the office calendar and if needed, coordinate meetings for project leadership (3-5 Client Partners and Managing Directors) and conferences (and may attend department meetings) Order and facilitate catered meals for office staff, as requested by project leadership Coordinate and organize logistics for office functions, including meetings, conferences, entertainment, receptions, and dinner arrangements with minimal direction from project leaders Benefits At IntelliBee Long-Term Stability: Join us on a multi-year opportunities with room to grow.Comprehensive Health Coverage: Access quality healthcare benefits to keep you and your family well.Future Planning: Enroll in our 401(k) program and invest in your financial security.GC Assistance: We support immediate Green Card processing, if required. Date Posted:16-Oct-2026