Assistant Office Manager/Reception

Location: New York, NY

Department: Corporate

Type: Full Time

Min. Experience: Entry Level

Scope and Responsibility

We are looking for an Assistant Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. This role reports directly to the CEO's Executive Admin and Office Manager and works closely with the CFO, VP of HR and other executives in the organization.


Key Responsibilities and Essential Functions

  • Organize the office layout
  • Work with IT and HR on new hire setup 
  • Maintain the office condition, kitchen, mailroom, conference rooms, common areas and arrange necessary repairs with contracted vendors or building
  • Ensure the smooth running of the office and help to improve company procedures and day-to-day operations
  • Provide general administrative support to executives
  • Intermediate to advanced experience with Office Software (Word, Excel, PowerPoint)
  • Partner with HR to update and maintain office policies as necessary
  • Coordinate with IT and vendors on all office equipment 
  • Work with the Office Manager/CEO Executive Admin to manage office G&A budget, ensure accurate and timely reporting
  • Assist with the onboarding process for new hires
  • Liaise with facility management vendors, including cleaning, HVAC and other building services, catering, security and emergency services
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Stamp and separate provider’s checks and EOBs (to be mailed out as a priority)
  • Obtain checks and EOBs and stamp all of them (whether Void or ECH Payment and Signature)
  • Scan checks into appropriate folders
  • Separate and re-name demographic faxes by patient name through PaperPort System
  • Check inventory on a weekly basis  for supply closet and kitchen and places orders as needed
  • Sign for packages, then either distribute to the person receiving it or open and organize in office
  • Ambassador for Integra guests and employees
  • Serve as the point person for: Maintenance, Mailing, Shipping, Supplies, Equipment, Bills, Errands, Shopping, Deliveries


  • Proven experience as an Office Manager or Front Office Manager
  • Outstanding interpersonal and communication skills
  • Proficiency in MS Office
  • High level of professionalism in corporate setting
  • Ability to use good judgment on a daily basis
  • High level of integrity in dealing with confidential information
  • Excellent time management skills and ability to multi-tak and prioritize work
  • Attention to detail and problem solving
  • Ability to handle a high volume of faxing, printing, and scanning
  • A creative mind with an abililty to suggest improvements
  • Solutions orientation
  • Experience with office management and office moves preferred
  • Project Management skills and/or training
  • Lifting up to 50 pounds required
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