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Workplace Services Office Administrator

Schroders

Posted on: 15 Mar 2024

Job Location: Greene, US

Job Description:

About Schroders

We're a global investment manager. We help institutions, intermediaries and individuals around the world invest money to meet their goals, fulfil their ambitions, and prepare for the future.

We have around 5,000 people on six continents. And we've been around for over 200 years, but keep adapting as society and technology changes. What doesn't change is our commitment to helping our clients and society prosper.

The base

We are based at 7 Bryant Park in the heart of NYC. And we have everything we need to work flexibly. We operate a hybrid working model, with a requirement that our Workplace Services Office Administrator be in the office 4 days per week. This is to sustain our culture of innovation, collaboration, knowledge sharing, and building relationships within the business

The team

This is an opportunity to work interdependently with an engaged team that sits within a global Workplace Services function at a global asset management firm.

Position Overview

The Workplace Services Office Administrator is responsible for performing a variety of workplace services, hospitality and managerial administrative duties associated with supporting onsite receiving of guests, meetings, special events, and overall workplace front of house duties at the Schroders New York City office. The role requires an individual to act as workplace services point of contact for all front of house duties in a friendly and customer centric manner. The Administrator will help support our vision of providing exceptional customer service and a workplace experience to Schroders staff, as well as serve as an ambassador to our guests, and meeting attendees. Additionally, this role will provide critical operational support by responding to service requests, work on special projects and provide a support role to the Head of Workplace Services - Americas as an integral part of a wider team.

Responsibilities

Manage the client floor day-to-day operations including, but not limited to, meeting requirements, scheduling, catering, special events and guest/client reception management.
Support and collaborate with Head of Workplace Services to develop dynamic workplace services policies, procedures, guidelines and ad-hoc projects to support the delivery of service excellence
This position is the primary front of house contact for reception. Answer incoming calls, determine purpose of calls, and forward call to appropriate party. Meet and greet clients and guest to the appropriate room.
Supervise the front of house workplace assistant and outsourced lobby concierge and delegate responsibilities as needed.
Issue assignments to the front of house assistant based on scheduling needs
Add guests to the visitor management system as needed
Direct the set-up and break-down of furniture and materials in our meeting spaces and registration areas for events
Assist with the upkeep of the staff caf (Bistro)
Take ownership of the catering pantry by maintaining a clean and presentable area and inventory control
Perform daily walk-throughs of event spaces and report all maintenance requests.
Manage conference rooms including beverage requests, management of caterers, and cleaning. As needed, be willing to empty trash, wash dishes, pick up after meetings and clean conference rooms
Main point of contact working with the marketing team on events and developing the logistics agenda sheets for the workplace services team
Attend pre-event calls with colleagues to discuss meeting logistics
Gate keeper for the in-house room scheduling platform
Assist to ensure billing is distributed to business units from catering requests.
Filing and organizing records, invoices and other important documentation
Assist with accounts payable, budgeting, onboarding suppliers and year end accruals
Assist with the intake of service requests and distribute to appropriate staff
Work with executive assistants to ensure workplace services operations function efficiently and effectively.
Assist with shipment of business-related packages, as needed
Register vendors for security clearance to the building
Maintain and improve safe working practices to ensure the safety of employees and visitors and assist the Facilities Administrator with health & safety protocols for the workplace
Assist with supporting sustainability initiatives to help meet company's goals and reporting of environmental database from property management
Support the ISO14001 accreditation and other ISO initiatives
Assist event and meeting attendees with technology issues and escalate to technology teams as needed
In charge of content development and updates to the team intranet web page
Create graphics for posters and informational flyers for the office space

Basic Qualifications

Team player being ready, willing and able to support the team
Office management at a high profile organization with C-Suite interaction
Client ready, friendly attitude
Ability to manage fast paced environment with multiple stakeholders
Excellent verbal and written communication skills
Flexibility to work overtime as needed
Proficiency using Microsoft Outlook, Word, Power Point, Excel and other relevant software platforms

Preferred Qualifications

Excellent organizational skills; ability to perform multiple tasks with minimal supervision
Personable and energized by interactions with guests and colleagues, possessing strong interpersonal skills
Strong willingness to learn, drive to take initiatives, and ability to use appropriate problem-solving techniques
Bilingual skills

Compensation

Schroders offers a base salary in a range of $70,000 to $80,000 for this position.

This role is eligible for overtime pay.

The referenced salary range is based on the Company's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level.

ADA

Schroder Investment Management North America Inc. complies with the Americans with Disabilities Act of 1990.

We recognize potential, whoever you are

Our purpose is to provide excellent investment performance to clients through active management. Diversity of thought facilitated by an inclusive culture will allow us to make better decisions and better achieve our purpose. This is why inclusion and diversity are a strategic priority for us and why we are an equal opportunities employer: you are welcome here regardless of your age, disability, gender identity, religious beliefs, sexual orientation, socio-economic background or any other protected characteristics

Apply

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