JOB SUMMARY:               

Position provides full time coverage of the main lobby area at Tudor’s NY office.  This is the first impression of Tudor for visitors.  This position requires sharp organizational skills, oversight of part time utility staff and a strong commitment to the operational management of the space including site conditions, flow and environment.   Other responsibilities include administrative support for visiting executives and the Facilities department as well as clerical assistance for various other departments, as required. 

 

 Administration/Reception

  • Greet and welcome visitors. Answer main line and direct calls/refer all inquiries  
  • Provide general office support through a variety of administrative tasks
  • Order, track and maintain all supplies, pantry items and non-IT equipment
  • Coordinate meeting arrangements, special requests and follow up with internal and external meeting hosts via conference room booking system
  • Coordinate daily guest and visitor seat assignments and communication thereof
  • Coordinate with IT for set up and user assistance for meetings and visiting users
  • Coordinate and/or assist with VC/presentations and dial-in setup with Help Desk
  • Arrange catering and receive catering
  • Ensure conference rooms are set up and cleaned up before and after meetings
  • Maintain reports to track office usage/attendance
  • Submit invoices to Catalyst accounts payable system
  • Maintain and submit expense reports in Concur
  • Compile and monitor budget and related expenses

Facilities and Operations Management

  • Responsible for ensuring administrative and operational coverage of office
  • Respond to facilities and technical issues, alarms and performance of capital projects
  • Manage facilities and IT vendors as required. This includes all support functions such as cleaning services, equipment and site maintenance events and interaction with building management   
  • Maintain integrity of the space by identifying issues with furniture, fixtures, general appearance
  • Maintain and follow-up on contracted services, including all scheduled repair and maintenance
  • Liaise with the landlord on facilities and administrative issues including new id cards and vendor paperwork (COI’s)

 

Requirements

Professional and polished presentation

Enthusiastic, organized and diligent with attention to detail

Effective verbal and written communicator

Familiar with Microsoft Office suite

College degree and two plus years of work experience

Reliable and prompt

Record of strong work performance

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