Administrative Resource I

Duration: 12 Months+

• Answer incoming calls, response to visitors, meeting room setting, lunch arrangements, escort guests to a conference room, etc.
• Management and purchase of office supplies and kitchen equipment.
• Mail, courier service acceptance, shipping.
• Maintaining P-card and save all receipts, assist with preparing monthly P-card expense reports
• Onsite support and work with Mayumi on onsite meetings preparations, set-up, and maintaining conference rooms
• Assist with the office space lease related matters
• Office maintenance such as office furniture, copier machine, electric, guest parking arrangement, water machine, pest control, etc.
• Coordinate directly with Clients’ HR and 3rd floor M&D Hiring Manager on scheduling interviews, creating agendas, setting up new hire desks, special projects etc.
• Assist with coordinating business dinner, lunch, restaurant reservations and transportation.
• Handle the set-up and tear-down of office events, company lunch, prepare for meetings, working with Mitobridge office coordinators.
• Maintain the 3rd floor conference calendars, 3rd floor distribution lists and shared holders.
• Be the main liaison between the company and our IT consultants. Assist the 3rd floor M&D colleagues with help desk issues.
• Be responsible for all domestic and foreign shipping of compounds and documents using UPS and FedEx.
• Report any office equipment (kitchen appliances, copier / printer, etc.) issues and assist with calling for the repairs.
• Assist with new the 3rd floor M&D employee’s on-boarding– creating access cards, parking, business cards, Clients’ devices, set up new desk, assisting with the use of Concur, creating expense reports, etc.
• Assisting with the 3rd floor M&D employee’s off-boarding– Collecting Clients’ devices, ship them back to Northbrook IT department, collecting and terminating AIM office / building access cards. Return company cars for expats.
• Maintain and update office seating map
• Receive, investigate invoices, and make payment requests to AP office. Follow up on payment status if necessary.
• Maintain HR posters such as Federal / State Labor laws in the office. Order and receive those posters from the vendor, Personal Concepts.
• Assist with decommissioning the current office (e.g., Process ending Xerox, water machine, etc. contracts)
• Special projects as needed.

Shift: Day