Office Administrator

Office AdministratorAs an Office Administrator at Balyasny Greenwich, the role is crucial in fostering a productive, efficient, and welcoming office environment, providing essential support to headquarters. This position demands a highly organized, self-motivated, and proactive individual capable of managing a wide range of administrative and operational tasks, including reception duties, conference and client services, onboarding support, budget oversight, facility management, vendor relations, and space planning. Collaborating with the local and global Corporate Services team, this role will contribute to seamless operations and a positive work environment at Balyasny.Office Administration & OperationsOversee office operations to ensure organizational effectiveness, efficiency, and safetyProvide onsite reception desk coverage and professionally answer, screen, and route all incoming calls and email inquiriesGreet guests and employees warmly and professionally, maintaining a hospitable environmentManage in-office meeting ecosystem, including calendar coordination, preparation of conference spaces, catering oversight, and A/V system supportOperate shipping and receiving services, including daily package/mail distribution, and coordinating courier/messenger servicesDemonstrate flexibility and adaptability in managing matters as they arise with poise and professionalismOrganize and review incoming invoices and office budgetHandle inventory of all office supplies, reordering and stocking on a routine basisPerform internal/external guest management, including the scheduling and preparation of workspaces and security access managementMaintain documentation and tracking tools relating to office seating and capacity, budgets, onboarding and offboarding, insurance certificates, important contact information, etc.Serve as a liaison and point of contact for building management, vendors, health and safety, and general employee inquiriesManage facilities by proactively maintaining physical appearance and operational functionality of all office spaces & equipmentAssist with executing onsite events when necessaryOversee and coordinate the gym and locker room areas to ensure they are well-stocked and maintained.

Collaborate with the day porter and BAMFIT team to guarantee all spaces are welcoming and clean for employeesOnboarding SupportArrange seats for new hires and set up desks with supplies and company gear kitManage employee ID card activations and deactivationsExecute the capturing and uploading of headshot photosScan identification documents and complete I-9 verificationsProvide facility tours to all new joinersSpace ManagementManage seating and floorplans through workplace planning and reporting toolsSupport the coordination of large-scale office adjustments, including creating future seating scenarios and scheduling team efforts for major movesCommunicate effectively with all users involved to ensure diplomatic solutions and optimal seating for workflow, collaboration, and productivityCorporate Services Team CollaborationActively participate as a member Global Corporate Services, supporting teamwide goals and initiatives, and attending and contributing to monthly team meetingsQualifications & Requirements3-5 years of office administration experience, preferably within financial servicesExcellent verbal / written communication and organizational skillsDemonstrated multitasking and project management abilities, with strong attention to detailAbility to prioritize effectively and work independently, with a sense of urgencyProfessional and positive attitude, trustworthy, with strong follow-throughWell-developed interpersonal and relationship-building skillsAbility to quickly learn and adapt to new systems and methodsProficiency in Microsoft suiteWhat We OfferCompetitive compensation, including performance-based bonusesComprehensive benefits packageOpportunities for professional growth, career development, and recognitionA dynamic and supportive work environment that encourages innovation and creativity