Vacancy Filled: Administrative Support Officer (NYC)
TABS Inc. provides assistance and guidance to foreign companies when starting or expanding their business in the U.S. TABS currently has offices in New York, Humble, TX, and The Netherlands. We are seeking an Administrative Support Officer (location NYC) who will be working under the direct supervision of the Administration & Shared Services Team Lead. The Administrative Support Officer plays a crucial role within our Admin Department, overseeing the smooth operations of the business and upholding a professional office atmosphere. They stand as the initial point of contact for guests, clients, and visitors, ensuring a welcoming and favorable initial interaction. Additionally, this position will be part of the new Shared Services Department that is being developed. Within this department, the Administrative Support Officer will provide administrative support to different departments throughout TABS. This position encompasses diverse administrative duties, customer service delivery, and the efficient management of office systems and databases.
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 for online meetings.
- Provides exceptional customer service and sales support to clients.
- Completing administrative functions within the Shared Services Center for TABS departments, such as Finance, Payroll, HR, Business Development, and Governance.
- Repetitive duties such as data entry and word processing.
- Standardize work processes in the Shared Services Center to create efficiency.
- Other job duties as required within the Shared Services Center.
Job Qualifications and Skill Sets
- High school diploma as a minimum educational requirement.
- 1+ years of experience greeting customers or in a similar client-facing role.
- Computer literacy with knowledge of Google Suite, Microsoft Office (Word, PowerPoint), Adobe, and other relevant applications, knowledge of CRM programs is a plus.
- Knowledge of Customer service and hospitality.
- Punctual and reliable.
- Self-starter capable of working independently and as part of a team.
- Strong communication skills, demonstrated in both verbal and written forms.
- Excellent organization and time management skills are showcased.
- 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.
- Proficient in multitasking and overseeing multiple projects.
- Demonstrates excellent verbal and written communication skills, both over the phone and in person, primarily in English.
Working Conditions
- Physical demands require spending long hours sitting and using the computer, which can cause muscle and eye strain.
- Professional office environment.
- An open area office with a low to moderate noise level.
- This job requires the use of standard office equipment such as a computer, phone, and print-scan machine.
- May necessitate access to the IT closet and compliance closet.
What we offer
- Competitive health, dental, and vision benefits.
- A 401(k) with company match.
- Annual education budget to use towards taking job-relevant courses or classes.
- Option to enroll in voluntary disability and life benefits.
- Small teams with the ability to grow in your position.
Job Type
Full-time
Salary
$43,000 – $48,000 per year
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
Experience level
- 1 year
Schedule
- Monday to Friday from 8:30 am to 5 pm.
Language
- Spanish (Preferred but not required)
- Dutch (Preferred but not required)
Work Location
New York, NY 10017
This vacancy has been filled.