Corporate Front Desk Administrative Assistant

JOB DESCRIPTION

TITLE:

Corporate Front Desk Administrative Assistant

DEPARTMENT:

Administrative Services

LOCATION:

New York, USA

STATUS:

Full-time non-exempt

JOB SUMMARY

The Front Desk Administrative Assistant reports to Corporate Services and is responsible day-to- for day general administration and office management for UBA America. Successful candidate must be able to work in an extremely fast-paced environment, requiring high degree of independent judgment and a people person.

ESSENTIAL FUNCTIONS & ACCOUNTABILITIES

• Assist in the effective delivery of corporate services, including Travel and Logistics, Hospitality, Procurement, and Premises/Office Management, aligned with the institution's overall objectives.
• Assist in office facilities, premises/office management including prompt replacement of faulty appliances/fixes and cleaning and ensure compliance with local codes for premise occupancyensuring a safe and conduciveworking environment, and managing office space planning, renovations, and maintenance.
• Function as an assist fire warden to improve and implement emergency response and control procedures, prevent emergencies wherever possible by regularly assessing the currentcondition of the workplace and its hazards,and make other staff aware of the hazards in their building.

FRONT DESK DUTIES

• Responsible for premise oversight walk through daily.
• Maintain the organization of the pantry and kitchenin the morning with coffee,tea etc.
• Greet and welcomeguests as soon as they arrive at the office and offer tea, coffee and water as needed by guests.
• Direct visitors to the appropriate person and office.
• Will be required to run errands such as pick up Birthday cake and chips for the monthly birthday celebrations.
• Organize lunch or meals for the office if needed for TGIF or Bagel Fridays
• Maintain VisitorsLogs and buildingportal access.
• Wipe down the front door handles and other commonlytouched surfaces as necessary if needed.
• Answer, screen,and forward incomingphone calls.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
• Provide basic and accurate information in-person and via phone/email.
• Receive, register, sort and distribute daily mail/deliveries, packagesand distribute them accordingly.
• Maintain office securityby following safetyprocedures and controlling access via the reception desk (monitor logbook, add visitor to the security portal for building access)
• Perform otherclerical receptionist dutiessuch as filing, photocopying, and faxing.
• Diary and management of conference meeting rooms.
• Manage officesupplies such as stationaries.

1. TRAVEL & LOGISTICS SERVICE

• Responsible for logistical and business travel-Works with travel agents, the company Corporate Servicesto ensure all travel is carried out in line with the bank’s policy.
• Work with localembassies to ensurevisas are in place when applicable.
• Ensure smooth transitions for staff transfers including hotel and groundtransportation.

1. PROCUREMENT & INVENTORY MANAGEMENT

• Fulfills all stationery and supplies functions (ordering/distributions and vendor interaction)
• Fulfills all ArchivalRecords Maintenance Functions (retrieving/sending boxes to/from archives)
• Fulfills all OutgoingMail functions (logging/postage/End of Day Proof)
• Logs and distributes mail, when needed(courier and US Mail)
• Maintains Messenger Servicefunction (arranging pick-ups/deliveries & maintaining log, when needed.

1. VENDORMANAGEMENT

• Manage Vendor Risk Assessment Files
• Responds to ExternalAudits, when needed.
• Assist in supporting vendor management duties, includingcontract negotiation, processvendor invoices and ensure all vendor pricing is competitive/in line with bank’s policy.
• Maintains Physical Inventory (Fixed Assets) Record Keeping
• Prioritizes conflicting needs;handles matter expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Managing and documenting office expenditures, budget,and inventory.
• Fulfillment of stationary and all officesupplies

1. Minimum Qualifications

Bachelor’s degree

OTHER DUTIES

• Complies with all UBA Americalegal and regulatory requirements, adheres to the Bank’s Code of Conduct, attends regular periodic training on core Bank policies, and reports any known or suspected violations of the Code of Conduct to UBA America management.
• Fulfills other responsibilities as assigned, includingspecial projects from COO.
• Support as needed in organizing company employee engagement events.