The Office Administrator will manage the operations and administrative duties in the New York office and support the New York-based Sparks team of 30-40 people to be able to perform their roles effectively, reporting to the Office Lead - SVP, Events & Experiences.
Responsibilities :
- Facilitate internal office communications across all departments (Events, Strategy, Account Management, Creative, HR, Finance, IT)
- Responsible for day-to-day office facilities operations (such as building access, coordinating with the building Superintendent and other vendors on repairs, etc.)
- Coordinate all logistics of Sparks New York office events for employees, vendors, clients and prospects
- Meet and greet all visitors and manage access to the building (delivery services, vendors / clients and other guests)
- Responsible for keeping office tidy, including entry, kitchen and storage areas
- Responsible for managing office vendors (janitorial, general contractor, plants specialist, furniture, food and beverage service, install and / or maintenance labor)
- Manage supplies inventory, including stationery and food / drinks for kitchen
- Track office expenses
- Coordinate with building management on all office operations and logistics
- Coordinate with HR on new hire onboarding, orientation, and equipment needs, as well as office administrative processes
- Coordinate with IT on all office technology in meeting rooms and work stations
- Coordinate and assist with logistics of in-office client and internal team meetings
- Manage the incoming and outgoing mail
- Project manage any renovations or installations in the office, managing all vendors and the budget in coordination with SVP Events & Experiences
- Coordinate regular meetings and status updates with SVP Events & Experiences / Office Lead to ensure all needs are being met
- Proactively ensure all New York-based team members have the support and resources needed to successfully perform their jobs
- Lead the office as a Code 10 ambassador and liaison for all company-wide employee events and functions, including holiday parties, happy hours, in-office activities, etc.
- Opportunity to get exposure to Sparks’ experiential marketing business, supporting onsite at local NYC client events.
Qualifications :
- 1-2 years’ experience in administration or similar capacity preferred, but not required
- Experience in multitasking and prioritizing of assignments under high pressure in a fast-paced environment
- Proficiency with Apple and PC : specifically Google G Suite platform (Sheets, Docs, Slides, Gmail) and Microsoft Office Suites
- Familiarity with ADP and expense reporting
- Must possess strong interpersonal skills
- Ability to communicate clearly, both written and orally, as to communicate effectively with employees, HR management, and leadership
- Capable of handling various responsibilities and multiple projects simultaneously while operating independently
- Strong teamwork ethic
- Must be able to prioritize and plan work activities to use time efficiently
- Must be organized, accurate, thorough, and able to monitor work for quality
- The Sparks New York location is a dog-friendly environment
Preferred Skills :
- Proficient in Google Drive and Microsoft Office
- Strong attention to detail, a positive attitude, and a team player
- Ability to operate within a fast-paced environment
- Excellent written, verbal and interpersonal communication skills to communicate effectively with employees, HR management, and leadership
30+ days ago