Shared Service Administrator

Join our team as our new Shared Service Administrator in New York and get an opportunity to play a crucial role within our department, overseeing the smooth operations of the business and upholding a professional office atmosphere. You will stand as the initial point of contact for guests, clients, and visitors, ensuring a welcoming and favorable initial interaction. Your day-to-day work consists of providing diverse administrative support, delivering exceptional customer service, and efficiently managing office systems and databases across different departments throughout TABS.

Based in our New York office, the Shared Service Administrator works under the direct supervision of the Shared Service Center Manager. In this role, you serve as our front desk representative, welcoming guests and clients in a highly professional manner. You will provide crucial administrative support to various TABS departments, including Finance, Payroll, HR, Business Development, and Governance, helping to complete day-to-day task requests and manage incoming correspondence.

When you’re not greeting visitors or managing phone calls, you are focused on standardizing work processes in the Shared Services Center to create maximum efficiency. You will handle repetitive but essential duties such as precise data entry, word processing, and document management. Additionally, you will assist in onboarding new employees and clients, handling photocopying, scanning, tax setups, and managing databases using a wide range of modern software tools.

The ideal candidate will have at least 1 year of experience in a client-facing or customer service role, combined with strong hospitality skills. You have an intrinsic drive to learn new tools and possess excellent organization and time management skills. With your self-starter mindset and meticulous attention to detail, you are capable of prioritizing tasks based on urgency and working seamlessly both independently and as part of a global team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Serves as the front desk representative, welcoming guests and clients in a professional manner.

  • Handles administrative tasks, including the setup of the key system and assistance in onboarding new employees and clients.

  • Manages databases and ensures accurate data entry, handling photocopying, scanning, and tax setups.

  • Handles phone calls, takes messages, and forwards calls to appropriate team members or clients.

  • Receives and processes incoming mail and documents, including checks, and notifies clients of their receipt.

  • Utilizes various software and tools, such as Google Suite, Microsoft Office, Adobe, DocuSign, Insightly (CRM), Citrix ShareFile or Dropbox, QuickBooks, Vonage, and Zoom/Teams.

  • Provides exceptional customer service and sales support to clients.

  • Completes administrative functions within the Shared Services Center for TABS departments, such as Finance, Payroll, HR, Business Development, and Governance.

  • Standardizes work processes in the Shared Services Center to create efficiency and handles repetitive duties such as data entry and word processing.

  • Performs other job duties as required within the Shared Services Center.

Team:

The Shared Service Administrator works under the direct supervision of the Shared Service Center Manager. Additionally, this role provides administrative support and works closely with all internal TABS departments, including Finance, Payroll, HR, Business Development, and Governance across our global locations.

Knowledge/Education:

  • High school diploma as a minimum educational requirement (or equivalent preferred).

  • Computer literacy with knowledge of Google Suite, Microsoft Office (Word, PowerPoint), Adobe, and other relevant applications.

  • Knowledge of CRM programs is a strong plus.

  • Direct knowledge of Customer service and hospitality.

  • At least 1 year of experience greeting customers or in a similar client-facing role.

Core Skills:

  • Strong communication skills, demonstrated in both verbal and written forms.

  • Proficiency in English is required; additional language skills in Spanish and Dutch are considered advantageous.

  • Excellent organization and time management skills with the ability to prioritize tasks based on urgency and importance.

  • Demonstrates meticulous attention to detail and proficient problem-solving abilities.

  • Adaptability and an eagerness to learn new tools and software.

  • Punctual, reliable, and proficient in multitasking and overseeing multiple projects.

  • Self-starter capable of working independently and as part of a team.

Labor conditions & What we offer:

  • Job Type: Full-time role, In person

  • Salary: $43,000.00 - $48,000.00 per year

  • Benefits: Competitive health, dental, and vision insurance.

  • Retirement: 401(k) scheme with company match.

  • Growth: Annual education budget to use towards taking job-relevant courses or classes (Tuition/Professional development assistance).

  • Time Off: Paid time off included.

  • Disability & Life: Option to enroll in voluntary disability and life benefits.

  • Environment: Small teams with a professional office environment and the ability to grow in your position.

Screening questions:

  • Do you have experience completing tasks requests within a CRM (Salesforce, Zendesk, Insightly, etc.)?

  • Have you ever identified a way to make a routine task or process more efficient? If so, what was the result?

  • Customer service experience: 1 year (Required)

  • Language: Spanish or Dutch (Preferred)

  • Ability to Commute: New York, NY 10017 (Required)