Office Administrator - Virtual Company
Port Chester, NY 10573
About the Job
Job Title: Office Administrator
Location: Port Chester, NY
Industry: Financial Services
About the Company:
Our client, a reputable financial services firm in Port Chester, NY, is seeking a highly organized and motivated Office Administrator to join their team. This role is ideal for a proactive individual with a passion for providing excellent administrative support in a dynamic office environment. If you are looking to grow your career in the financial services industry, this is a fantastic opportunity to contribute to a thriving organization.
Job Overview:
The Office Administrator will be responsible for providing a wide range of administrative support services to ensure the smooth operation of the office. This individual will work closely with team members across departments, assisting with clerical tasks, maintaining office organization, and providing customer service support. The ideal candidate should be detail-oriented, reliable, and have strong communication skills.
Key Responsibilities:
- Office Management: Ensure the office is organized and operates efficiently by managing office supplies, maintaining equipment, and ensuring the workspace is clean and welcoming.
- Client Support: Greet clients and visitors, answering phones, and directing inquiries to the appropriate departments.
- Administrative Support: Handle incoming and outgoing correspondence, including emails, phone calls, and mail. Assist with scheduling meetings, appointments, and conference calls.
- Document Management: Maintain accurate records, including filing, document organization, and data entry.
- Billing & Financial Support: Assist with basic billing, invoicing, and tracking expenses as directed by the financial services team.
- Customer Service: Provide exceptional customer service by answering questions and assisting clients with general inquiries.
- Team Collaboration: Work closely with other office staff and management to ensure smooth day-to-day operations.
Qualifications:
- Education: High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration, Finance, or related field is a plus.
- Experience: 1-2 years of experience in office administration or a similar role, preferably within the financial services or corporate sector.
- Skills:
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent communication skills, both written and verbal.
- Strong attention to detail with the ability to handle multiple tasks simultaneously.
- Professional phone etiquette and customer service skills.
- Ability to work independently and as part of a team.
- Discretion in handling confidential information.
Preferred Skills:
- Experience with financial software or databases is a plus.
- Familiarity with basic accounting or bookkeeping principles.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.