Alvarez & Marsal - Miami, FL
posted 4 months ago
We are currently seeking an Office Administrator in our Miami office. This role is essential for ensuring the smooth operation of our office environment. The Office Administrator will be responsible for welcoming and greeting all visitors, managing the main phone line, and handling the acceptance and shipping of packages. The position encompasses a variety of general office functions, including managing kitchen and office supply needs, overseeing facility and conference room management, and ordering office lunches for meetings and overtime meals. The successful candidate must be able to prioritize work effectively, work independently, and provide excellent customer service while fostering a team atmosphere in a professional, fast-paced environment. As the Office Administrator, you will serve as the point of contact for day-to-day facility office needs, which includes visitor coordination and providing hospitable assistance. You will also act as an Interview Greeter when needed, answer all incoming calls on the main line, and route them to the appropriate staff. Additionally, you will share relevant office-wide announcements, manage conference room reservations, and develop a good working knowledge of video conference and AV equipment to assist and train others when necessary. It is crucial to ensure that conference rooms are kept tidy and stocked appropriately, and that all facility and office equipment are in good working order at all times. You will coordinate and report all maintenance and cleaning issues, develop relationships with the building's property management team, and utilize the property's service request portal. Managing external vendor scheduling for both emergency and regular maintenance visits will also be part of your responsibilities. You will be the central point of contact with global Corporate Real Estate (CRE) for non-standard approvals or other project-related work requirements. Furthermore, you will take on the role of local space management administrator for the Nuvolo 2022/2023 Initiative, overseeing the internal service request portal. In terms of security and safety, you will coordinate with the building for base-building badge assignments and administer our internal office security system. This includes issuing badges to new hires and executing termination of access for off-boarding employees. You will also manage temporary badges and serve as the Fire Warden. For IT service needs, you will manage the central equipment inventory for on/off-boarding, maintain inventory of standard peripherals, and apply common IT resolutions to common problems. You will act as the eyes and hands for remote IT support when in-person resources are needed. Your role will also involve processing incoming and outgoing domestic and international mail and packages, including certified mail receipt distribution and making trips to the Post Office as needed. You will assist with general office administrative support, including daily kitchen upkeep, food catering for meetings/events, and maintaining the inventory of office supplies. This position requires unpacking, lifting, moving, and storing supplies, as well as breaking down boxes for recycling. You will also handle office expense administration and invoice processing, parking validation for visitors, and maintain personnel lists with monthly distribution as changes occur. Additionally, you will coordinate new hire paperwork, assist with new hire setups, and process expense reports in Concur as needed.