Office Services Assistant

CAIS

CAIS

Administration
New York, NY, USA
Posted on Wednesday, August 30, 2023

CAIS is a fintech firm on a mission to build the first truly open marketplace for alternative investments. We are a rapidly growing, high-energy, and collaborative group looking for people with great attitudes, grit, and creative problem-solving skills. Join us in disrupting a multi-trillion-dollar industry.

We are seeking an Office Services Assistant to join the People Experience team at CAIS’ New York City office. This dynamic position will be responsible for managing a wide range of administrative and business-related tasks, ranging from reception, managing the office environment to support peak performance, to supporting local office engagement events. Ideal candidates bring a customer-service oriented mindset and refined interpersonal skills, are extremely detail oriented and organized, and are creative problem solvers that proactively offer solutions. This is a great opportunity to build a meaningful career within the Office Management and People Experience space at a rapidly growing Fintech company.

Front Office Responsibilities:

  • Greet and welcome guests as soon as they arrive at the office
  • Direct visitors to the appropriate person, office, or conference room
  • Answer, screen, and forward incoming phone calls
  • Ensure the reception area is tidy and presentable, with all necessary stationery and material
  • Handle incoming and outgoing mail:
    • Create shipping labels
    • Send out packages as requested
  • Conference room maintenance:
    • Keep conference room tables and chairs clean and organized after each meeting
    • Restock mini fridges in conference rooms
    • Wipe down all whiteboards after each meeting
    • Ensure basic supplies are available (small pad, pens, tissues)
  • Café / Kitchen area management:
    • Ensure all food and beverage items are well stocked (this includes all items in our snack cabinet)
    • Refill coffee machines as soon as needed
    • Ensure counters are always clean and free of clutter
    • Monitor supply of dishes/glasses/utensils and ensure dishwasher is run and emptied after each load
    • Ensure refrigerator is also clean and neatly stocked
  • Supply/copy room – ensure all office supplies are adequately stocked
  • Clear guests with building security and add work orders through the building’s system
  • Back up – Sr. Office Manager when needed:
    • Assist with catering requests and notifying team when it arrives
    • Partner with employees around desk reservation issues
    • Respond to a full range of general requests from employees
    • Support EAs around events, errands for executives, and any other administrative needs
  • 12th floor maintenance – similar to the above list for our primary floor, on 2:
    • Maintain all conference rooms
    • Restock kitchen snacks, refrigerator, supplies
    • Keep overall floor clean and organized
  • Effectively manage other tasks and projects as assigned

Skills and Experience:

  • Exceptional customer service mindset and demonstrated people skills
  • Articulate and engaging demeanor with peers
  • Proven abilities relative to being proactive, self-motivated and a creative problem solver
  • Ability to deliver in somewhat ambiguous conditions at time
  • Comfort with receiving and providing open, honest, and candid feedback
  • Time management skills and ability to keep pace in a very fast-moving office
  • Experience in environments where prioritization and multitasking are essential
  • Great organization skills
  • Ability to build and maintain relationships with both the CAIS team and building staff
  • Physical ability to lift up to 50 lbs (packages, furniture, etc.)
  • Curiosity, interest in learning and confidence in making suggestions for improvement
  • At least 1 year of office services experience in a relevant environment; 2+ years preferred
  • College level coursework or degree preferred

CAIS’ compensation package includes a market competitive salary, a performance bonus, and exceptional benefits. For candidates located in New York, New York, the base salary range for this role is $65,000 - $80,000. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, and specific office location.

CAIS offers a comprehensive benefits package that includes generously subsidized healthcare with 100% employer paid dental and vision insurance, an employer matched retirement plan, wellness programs, and generous PTO and parental leave. Additionally, CAIS offers a flexible, hybrid in-office model; for most roles, we do not require a minimum number of days in office per week. For more information on our benefits and career opportunities, please visit our website: https://www.caisgroup.com/careers.