Broad Function and Scope of the Position:
Provide administrative support to the IT Department of a busy financial services firm, and provide some first-line
end-user support with straightforward requests and issues.
Manage vendors, invoices and maintenance contracts, audit reports and logs, electronic usage agreements and
various other departmental administrative documents and functions.
Position Responsibilities:
Provide administrative support to the department including organization of departmental information,
document scanning, filing, etc.
Answer help desk support line, create support tickets, and handle simple end-user requests
Process and coordinate departmental billing, invoices, purchase orders, and capital appropriations
Manage vendor relations, interface with, and respond to vendors as needed
Create and deliver new-hire documentation packets; process employee terminations and gather
terminated employee equipment
Manage loaner equipment (notebooks, projectors)
Resolve invoicing and account related discrepancies (incorrect addresses, account cancellations,
overcharges, etc.)
Monitor renewals and expiration of service contracts, domain registrations, etc.
Assist with the input of information into TrackIT database (inventory, purchasing, help desk tickets, etc.)
Prepare quarterly and yearly accrual expense reports for our corporate finance department
Maintain spreadsheet reports for tracking monthly purchase orders processed through the department
Manage and maintain company contact lists / phone list directory
Help maintain CTO’s calendar, e-mail, postal mail, and answer incoming calls.
Manage general departmental administration, including inventory, attendance, and ordering departmental
office supplies, as needed
Setup and coordinate department meetings and events, as needed
Position Qualifications -
Skills:
The candidate must be responsible, organized, a creative thinker, and be able to work individually and as a team member. Clear and concise communication skills; ability to manage multiple projects and tasks simultaneously; strong interpersonal skills; professional presentation and demeanor; client-service orientation. Good basic computer / technical skills.
Experience:
- Previous experience as an administrative assistant, preferably in a busy technical environment
- Proficient in the use of Microsoft Office, in particular, Outlook and Excel
- Some SharePoint or related intranet / web experience is a big plus
Education:
College degree
Again, if you know someone who knows me personally, that’s a plus. Let me know.