Administrative Assistant

ROLE: Administrative Assistant DEPARTMENT: Human Resources TYPE: Full-Time, On-Site required ( not eligible for hybrid or remote work ) WORKING HOURS: 8:30 am-5:30 pm OUR IDEAL CANDIDATE Our ideal candidate is a highly organized, detail-oriented, effective communicator who thrives in a fast-paced environment. They are a problem-solver and relationship builder, with a can-do attitude and a strong desire to learn and grow. ADMINISTRATIVE ASSISTANT ROLE OVERVIEW The Administrative Assistant position is one that maintains an efficient office environment through a variety of organizational tasks. This role manages all supply vendor relationships, processes and reconciles and makes payments for all supply accounts. The Administrative Assistant works directly with the HR/Admin team under the supervision of the Assistant HR Manager on a daily basis. The individual also works with all employees and departments as needed. WHAT YOU’LL BE DOING Administrative Support Direct all incoming calls, messages, and faxes to the appropriate employee. Supervise all incoming and outgoing company mail (UPS, FedEx, DHL, USPS, etc.), by tracking and delivering to the proper team. Serve as the primary contact for updates and management of the employee contact list, Call Tree and Org. Chart updates, administering Call Tree tests on a semiannual basis JIRA / HRCM / Confluence Communicate organizational updates to necessary parties (Marketing, PM, Admin and HRCM) Serve as point of contact for all staff needs, ensuring the highest level of customer service and supporting with ad-hoc departmental projects as needed. Facility Management / Maintenance Order office supplies for onsite as well as for virtual GlobeTax employees, monitoring stock and ensuring that common spaces (including reception, kitchen, printing areas, and the pantry and supply closets) are stocked and organized in a neat manner. When requested, support employees by ordering notary supplies and keeping record of notaries at GlobeTax. Reconcile invoices according to order history to verify validity of charge and pay where necessary. Record charges in AmEx spreadsheet and document monthly expenses in the HR budget. Manage all incoming visitors, liaise with GlobeTax stakeholders and when requested, coordinate refreshments for client meetings. Serve as auditor for FedEx invoices, ensuring validity of all charges prior to payment. Compile and report monthly FedEx billing charges to employees where relevant. Catalog and verify outgoing and incoming payments for Finance/OPS when requested. Be proactive in recognizing and troubleshooting facilities related issues as they arise. Serve as point person for any maintenance vendor that comes onsite, ensuring that COIs are obtained where necessary, any onsite Network team member is available when needed and security protocols are followed. Act as liaison between GlobeTax and ONYP building management, providing requested tenant information and scheduling maintenance via Angus. HR Team Support / Event Planning Assist the HR team in birthday and anniversary recognition, event planning and communications. Assist the HR team in research and planning of annual GlobeTax initiatives, such as Giving Back Week and Wellness Week. Support HR team with intern and temporary employee hiring and post-hire timesheet review Assist the HR team in coordination and completion of employee pre-onboarding and onboarding experience; including updates to the corporate org. chart and phone extension list, new hire desk set up, office tour, & creation of ID badge and building access card (process varies depending on onsite/virtual onboarding).