Office Administration Manager

White Plains, NY

Step out of your comfort zone, excel and redefine the limits of what is possible. That’s just what our employees are doing every single day – in order to set the pace through our innovations and enable outstanding achievements. After all, behind every successful company are many great fascinating people.

The Office Administration Manager handles a wide range of administrative support related tasks and works independently with little or no supervision. The Office Administration Manager is proactive, well organized, resourceful, efficient, flexible and enjoys the administrative challenges of supporting and office. This position interacts with staff at all levels and serves as the key contact for business management and all external partners. The Office Administration Manager has a high level of professionalism and confidentiality which is crucial for this role. Expert level written and verbal communications skills with strong decision making ability and attention to detail are equally important.

We are looking for people who are keen to try something new:

  • Partners and manages relationship with all vendors (landlord and building services, cleaning and maintenance services, office and coffee suppliers and services, etc.), office staff as well as a local resource for employees from other ZEISS locations. Responsible for guest services and providing daily visitor log to building security
  • Oversees shipping and receiving of packages/mailings from office – USPS, UPS, Fed Ex. Sorts and distributes communications in a timely manner
  • Office Inventory – ensures all pantries, supply closets, printer stations and other areas of inventory are routinely replenished and organized. Processes ad hoc requests for supplies as needed
  • Office presentation – ensures appliances are in working order (replenishes coffee as needed), organizes dishes and meeting rooms, and coordinates with facilities/vendor, if maintenance required
  • Coordinates group events and gatherings (on-site and offsite) and carries out respective logistics (ie: monthly breakfasts, team summits, etc)
  • Manage phone calls and correspondence (e-mail, letters, packages etc.) Answers and screens all calls coming into the main phone line, directing incoming calls to the appropriate party promptly and efficiently
  • Create and update records ensuring accuracy and validity of information (phone extensions, seating charts, office resources, intranet site for location)
  • Assists with rekeying requests (furniture) and access badges (programming, replacement, de-activation) as needed
  • Oversees parking administration and logistics (employee and visitor) – new requests, amendments, visitor badging, parking validation portal
  • Supports the building facilities manager in the areas of safety and building security
  • Administrator for ‘Building Engines’ Tenant Portal – processes work order requests (freight, HVAC, cleaning, security, etc), reserve building AHM conference room
  • Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner
  • Responds to regularly occurring requests for information
  • Handles confidential and non-routine information and explains policies as necessary

You are:

  • Bachelor’s degree preferred
  • Minimum of 5 years of progressive administrative experience covering a broad range of related activities
  • Outstanding communication, organization and interpersonal abilities
  • Must exhibit sound decision making qualities
  • Ability to communicate effectively, both orally and in writing, with a wide variety of company personnel and external business partners
  • Willingness to acquire new skills and competencies throughout career
  • Proficient knowledge and experience in Microsoft Office applications (Excel, Word and PowerPoint)
In a spacious modern setting full of opportunities for further development, ZEISS employees work in a place where expert knowledge and team spirit reign supreme. All of this is supported by a special ownership structure and the long-term goal of the Carl Zeiss Foundation: to bring science and society into the future together.

Join us today. Inspire people tomorrow.

Apply now! It takes less than 10 minutes.
Your contact
Kristie Schmitz
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