Office Administrator

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