Job Function
Administrative
Industry
Construction
Job Term
Permanent
Base Salary / Hourly Wage
$65K-$70K + bonus
Location
Stamford , CT
Introduction

Mackey Staffing & Co. is working on an exciting Office Assistant opportunity with a Global organization located in Stamford, CT. As the Office Assistant you will handle various facility-related matters and you will provide essential backup administrative support to different departments within the Executive Office. This position reports to the Senior Human Resources Manager.

Responsibilities
  • Manage routine office maintenance, service requests, and support interactions with building management and external vendors. This includes ensuring that all necessary vendor insurance certificates are up-to-date with the landlord.
  • Oversee the general condition of conference rooms and shared spaces.
  • Maintain and distribute the phone directory and monthly company photo directory.
  • Act as the primary contact for UPS and DHL shipping inquiries and account management. Also, responsible for managing and restocking shipping supplies.
  • Monitor and handle general inquiries received via email and voicemail, directing them to the appropriate contacts.
  • Efficiently manage incoming and outgoing mail, including replenishing postage and sorting, signing, and forwarding UPS and DHL packages to the relevant business units.
  • Update the personnel file listing for terminated employees and archive records as necessary.
  • Support the onboarding process for new hires related to office services. This includes tasks such as ordering nameplates, preparing workstations, ordering business cards, coordinating parking access, and setting up account access for various services.
  • Maintain adequate office and kitchen supplies, placing weekly orders from Staples, and ensuring an organized stockroom.
  • Regularly check and restock supplies in conference rooms.
  • Manage copier toner supplies and arrange for copier repair services as directed by the IT Department. Provide updates to associates regarding service outages.
  • Assist various departments with special projects, particularly for offsite meetings, such as preparing name tags and assembling binders for events like Investor Day and the Leadership Conference.
  • Maintain the Emergency Evacuation Plan and act as the Fire Warden leader during office emergency evacuations.
  • Monitor the usage of guest office spaces and offer guidance to associates and guests on the self-serve reservation system as needed.
  • Keep standard work documents up-to-date for office services functions, including furniture inventory, floor plans, and emergency contact lists.

 

Ideal Candidate Must Have
  • Associate's degree; a Bachelor's degree is a plus.
  • Minimum of 2-4 years of administrative experience.
  • Demonstrated organizational skills, attention to detail, and effective communication in a business setting.
  • Proven ability to handle multiple tasks simultaneously.
  • Self-reliant and resourceful.
  • Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
  • Comfortable interacting with professionals at all levels.
  • Possesses a professional demeanor and remains poised in all situations.

 

If interested, please forward your resume in a Word document to the email address listed above. Due to the high volume of ad response, NO phone calls please. Fee will be paid by our client, the prospective Employer.