Office Administrator

Headway Workforce Solutions is currently seeking a Part-Time Office Administrator in New York, NY. Ideal applicants will be friendly, service-oriented, customer focused with a passion for excellence. Must be available to work Monday-Friday 8:00am - 3:00pm,30 hours per week (1 hour unpaid lunch break) offering $18.00/hr. - $19.00/hr. Hours may change Monday-Thursday 7:30am-4:00pm, must have availability to work either schedule.
In-office role, no nights, no weekends.
As an Office Administrator, you will:

• Provide 5-star customer service to all employees (in all forms of communication)
• Organize office operations and procedures for New York office
• Work with Facilities point of contact ( who is located in the New York office) to provide guidance and support to needs of offices located in the US (6 offices in total), i.e. order supplies, handle issues, etc.
• Develop intra-office communication protocols and streamline administrative processes
• Oversee the scheduling and use of the office and meeting room booking tool for New York and East Hanover NJ offices and book rooms for team members as and when required
• Ensure fire extinguishers are checked monthly and serviced annually
• Ensure band aids, miscellaneous bathroom items etc. are regularly checked and stocks replenished
• Set up and maintain employee lockers
• Order business cards for all North America employees
• Answer main New York office line; review and forward voice messages as needed
• Manage office maintenance issues
• Clean out fridge every other Friday, throw away anything not marked or that has expired
• Respond to employee queries in a timely and professional manner; manage requisition tool/ mailbox; and address employee inquiries regarding office management issues (e.g., business cards, hardware, software, expense reporting, travel)
• Perform other administrative support duties by the office, i.e. routing of facilities related COI requests to appropriate stakeholders, etc.
• Provide back-up for front desk and mailroom when Mailroom Office Services Associate is unavailable or on leave
• Maintain coffee, water and ice machine and ensure refilling & cleaned as and when needed
• Ensure pantry and milk supplies are maintained
• Ensure office supplies are maintained

• Arrange New York office visitor and employee access with building management and building security

• Plan in-house or off-site activities, e.g., office gatherings, town hall events, corporate-sponsored parties, celebrations, and conferences

• Engage key stakeholders and act as the primary point of contact for the Facilities team at New York office.
• Assist in the on-boarding process for new hires
• Update office policies as needed
• With HR, ensure updated office distribution lists are available
• Maintain information on the Procurement and Facilities sharepoint site and provide announcements as needed (e.g. building update or changes, snow days, etc.).

Qualifications & Education:

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• Experience with MS Office Suite including MS Teams.
• Ability to work assigned work hours determined by manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems is required for functions of position.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.

Ideally, you will bring the following:

• A positive, service-oriented attitude and excellent organizational and creative problem-solving skills. The ideal candidate has demonstrated success in working in an office administration role in a fast paced, demanding environment, managing a diverse portfolio of responsibilities as indicated in the individual accountabilities.
• An ability to undertake simple buying tasks for Facilities goods and services including obtaining vendor quotations and identifying cost effective purchasing alternatives.

Physical Requirements:

• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to communicate and decern information effectively with onsite staff using vision, hearing, and oral/written comprehension.

Other Duties:

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Apply today to be considered!
About Headway - Headway Workforce Solutions is a leading B2B (Business to Business) provider of workforce solutions with an array of contract-based integrated services and national staffing solutions. Passionate about our work and dedicated to our clients, we are committed to exceeding expectations in the human capital service sector. To learn more about us visit: www.headwaywfs.com
Headway Workforce Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, genetics, or protected veteran status. In addition to federal law requirements, Headway Workforce Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, tuition assistance, education, social recreation programs and benefits.