Office Assistant

What You'll Do

• Organize and coordinate office operations and procedures to ensure organizational effectiveness and efficiency.
• Maintain office and kitchen tidiness.
• Order and retrieve food deliveries.
• Front Desk Duties:
  • Answer phones and transfer calls to the appropriate staff member.
  • Take and distribute accurate messages.
  • Greet the public and clients and direct them to conference rooms or offices.
  • Cooker and courier services.
  • Assist with special events such as board meetings or VIP client arrivals.
  • Receive, sort, and distribute incoming mail.
  • Prepare all outgoing mail with addresses and correct postage.
  • Cooker and update the internal phone list for the office.
  • Maintain office aesthetics and the upkeep of non-IT-related equipment.
  • Maintain office efficiency:
    • Maintain current inventory.
    • Anticipate supply needs.
    • Order and manage all office supplies and office furniture.
  • Process vendor invoices through Nexus payables.
  • Oversee and implement green and recycling initiatives.
  • Perform work-related errands as requested, such as going to the post office.
  • Cooker and coordinate with the building maintenance team for repairs and maintenance.
  • Provide administrative support as needed to the Portfolio Manager, VP of Portfolio Management, and Property Teams.
  • Perform miscellaneous duties as assigned.

What You'll Need

• Bachelor’s Degree in business or related field preferred.
• 1-2 years office administration or office assistant experience required.
• Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel and PowerPoint.
• Extremely flexible, proactive, highly organized, and ability to shift priorities, multi-task, and handle heavy work flow processing under time-sensitive deadlines.
• Ability to work under pressure and manage competing priorities while staying focused and meeting deadlines without sacrificing accuracy.
• Strong verbal/written communication skills, with the ability to interact well with all levels of corporation.
• Polished professional demeanor with strong presentation and interpersonal skills.
• Ability to maintain confidentiality and follow through to complete tasks.