Administrative Assistant / Receptionist

Oro Capital Advisors is seeking a qualified Admin Assistant to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment and to assist with internal and external communication.

Admin Assistant duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Previous experience as a Front Office Manager or Office Administrator would be an advantage. A successful Admin Assistant should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties.

Ultimately, the Admin Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Responsibilities

• Manage phone calls and schedule meetings and appointments for our principal.
• Serve as the point person for office manager duties including:
• Mail management
• Supplies and Equipment
• Bills
• Errands
• Shopping
• Collect and place lunch orders from employees daily.
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Ensure that all items in your purview are invoiced properly and paid on time.
• Manage contract and price negotiations with office vendors, service providers, and office leases.
• Manage office G&A budget, and ensure accurate and timely reporting.
• Provide general support to visitors, such as managing their security access and parking validation.
• Address employees' queries regarding office management issues (e.g. stationery, mailing, etc.)
• Liaise with facility management vendors, including cleaning, catering, and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.
• Personal Financial Assistant for Owner’s Family: Manage and oversee the financial tasks related to the owner's family, including bookkeeping, ensuring bills are paid on time, and maintaining organized financial records.

Requirements and skills

• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant.
• Knowledge of Office Administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands-on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with the ability to suggest improvements