Office Administrator

Purpose of the role

Pico is looking for a highly organized and detail-oriented office professional to fill the position of Office Administrator. The right person will ensure that our office runs smoothly and efficiently and will work with HR on generalists tasks in support of the function. The candidate must be a highly motivated self-starter who understands the overall day-to-day needs of a fast-paced and forward-thinking environment. The ideal candidate will be someone who works well with others, has good communication skills, and is comfortable with independently managing priorities. This position will interact daily with all firm employees, vendors & company guests.

Responsibilities and duties (include but not limited to)

Office Administrator Role:-

• Office administration:  phone screening, filing, copy/faxing, mailings & maintaining supplies needed to run the organization
• Front desk reception: registering all clients & firm guests with building security, greeting all guests as they arrive and directing them to their appropriate location
• Manage office supplies: including stationary, business cards, pantry supplies, swag and materials needed for internal and external events
• Ensure office is in proper condition for staff, clients & guests at all times. This includes clean and organized community areas such as reception, meeting rooms and pantry
• Assist senior management in scheduling meetings, conference rooms and client events
• Coordinate business travel & accommodations for management & staff members as needed
• New hire – day 1 set-up:

-    Shipment of laptops
-    Obtain building access badge  
-    Update seating plan
-    Meet / greet new hire

• Maintain building / vendor relationships for facilities management
• Organize mailings, invoices and other materials including deliveries and packages of various weights and sizes
• Collaborate with global office managers on administrative processes and initiatives
• Coordinate and organize company events and culture initiatives; facilitate communications, set-up and marketing
• Maintain files and databases, tracking invoices and budget management; prepare reports, proposals, correspondences & presentations
• Any Ad-hoc duties which may be assigned from time to time

• Maintain highly confidential employee information and documents maintaining the accuracy of digital and electronic internal employee records
• Provide support in the implementation of HR strategy and execution of any supporting programs or systems
• Coordinate the onboarding of new hires including:

-    Employment agreements
-    Background checks
-    I9 & E-Verify Completion
-    Conduct new hire orientation 
-    Organize Introduction to Pico with CEO

• Communicate and coordinate with hiring managers for first day logistics, departmental training programs and employee exiting process
• Provide support in performance review process at year-end
• Facilitate changes in employee status, work assignments, reporting changes, and timekeeping in accordance with established operating procedures and deadlines.  This may include payroll and benefits administration, compensation and leave entitlements
• Assist with employee work verifications

Education, Skills and Background (including Experience Requirements)

• Bachelor’s degree in Business Administrations or related field preferred
• Min 2 years of experience in Office Administration role
• Knowledge of HR processes, employment laws, and regulations is a bonus
• Strong customer service orientation and telephone etiquette
• Must demonstrate teamwork, detailed orientation, strong organization skills, ability to effectively manage multiple priorities and use good judgment regarding time management and confidentiality of firm, client & staff
• Excellent communication skills both verbal and written
• Exhibit a professional and positive attitude; acts as a culture carrier
• Must be self-directed and able to complete projects with minimal supervision
• Ability to work independently and as part of a team
• Proven problem-solving skills
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Experience with applications for managing data and digitizing paper documents a plus
• The ability to legally work within the United States

Working Arrangements 

This is a Office based position. Though travel may be required from time to time, it is not expected to be regular or frequent. The role holder will be expected to work whatever hours are necessary for the performance of this role (recognizing that it involves multiple jurisdictions/geographies including but not limited to EMEA, USA and APAC). 

 

IMPORTANT DATA PRIVACY INFORMATION:

This position is available with PICO GLOBAL LTD. The controller of your personal data will be PICO GLOBAL LTD.

For further information on what personal data we collect, how we will process your personal data and your rights with respect to your personal data please read our Pico Job Candidate Privacy Notice, View Here.