SimCorp · 2 days ago
Office Assistant (Part Time)
New York, United States
Full-time, Part-time
Onsite
Entry Level
$26/hr - $33/hr
1+ years expSimCorp is a leading provider of integrated investment management solutions in the FinTech sector. The Office Assistant will ensure the efficient operation of the office environment, manage facility-related tasks, and support various administrative and social activities within the organization.
Financial ServicesFinTechSoftware
Responsibilities
Ensure the office environment operates efficiently; reception and office areas are welcoming for the employees and guests
Oversee office equipment and facilities to ensure a safe environment
Optimising office space by monitoring space utilisation and adjusting layouts as necessary
Monitor conference room calendars and answer reception calls for all Americas offices
Manage and issue security passes for office, building and fitness center
Consult with building management, e.g., maintenance requests, security, request ESG reporting information
Maintenance: organise pre-planned and reactive maintenance
Help to manage vendor relations - agreements, renewal dates, negotiations with office suppliers
Function as liaison for third parties, suppliers, and vendors including water and coffee machines, cleaning, access control provider, etc
Ensuring cost excellence in provision of all services, cost analysis and reporting
Responsible for office Health & Safety:
Participate in and help to organise H&S drills, workshops, etc
Organizing training for First Aiders / Fire Wardens and ensuring that training records are kept up to date and that there are sufficient trained staff members available to ensure compliance with local legislation
Ensuring health and safety related equipment (fire extinguishers and first aid supplies) adheres to compliance by ensuring it is maintained, in date, restocked and functioning
Involvement in ongoing property strategy- including recording office utilisation information and monitoring visitor statistics, meeting rooms capacity etc
Help to maintain, update and initiate new office policies and procedures
Updating office information guide, floorplans and SharePoint documentation
Addressing ad hoc tasks or issues as they arise, first contact person for employees
Check kitchen facilities on a regular basis, maintain coffee and cold brew machines, order and replenish snacks, stock as and when necessary
Carry out visual checks of the office equipment i.e. printers, appliances, etc
Process supplier invoices in relation to office supplies, postage machine, couriers, etc
Monitoring orders of supplies, e.g., fruit, kitchen snacks, coffee etc., office materials, printer toners, batteries etc
Manage travel arrangements, be 'super user' and local support person for the online travel booking system
Ordering additional services e.g. lunches for different teams, external meeting rooms including setting up meeting rooms and training sessions
Prepare post including USPS, special delivery, international and domestic couriers i.e. FedEx, UPS, etc
Monitoring incoming and outgoing correspondence, ensuring its reliable circulation
Onboarding new colleagues: welcoming, issuing access cards and company banded items, office Health and Safety induction (including evacuation procedure), sharing office guide and general information
Supporting global events (working closely with Office Managers and Workspace Experience teams from other locations) including but not limited to wellbeing events, volunteering, fundraising, etc
Organise gifts/certificates for staff anniversaries; jubilees; farewells, birthdays and Christmas
Plan and organize in-house or off-site activities (team buildings, monthly breakfast meetings, restaurant bookings, social events)
Coordinate initiatives aimed at increasing the social networking in terms of both activities and taking care of the SharePoint dedicated space
Qualification
Required
Proactive, conscious of deadlines and communicate effectively
Fluently in English
Working hours 24 hours per week, 8 hours a day between 8am-5.30pm Tuesday-Thursday, with some flexibility working
Preferred
1+ years of office management or similar administrative experience is desirable, with a willingness to take initiative and support hands-on office needs
Skilled at managing multiple tasks, deadlines, and priorities
Adaptable and proactive mindset, able to anticipate needs and take initiative to solve problems
Friendly and service-oriented, comfortable interacting with employees (domestically and internationally), vendors, and building management in addition to creating a welcoming environment for employees and guests
Strong verbal and written communication skills - fluent in English
Attention to detail ensuring accuracy in administrative tasks and compliance requirements
Event coordination experience is a plus, with the ability to plan and execute engaging social and corporate events
Comfortable with office systems like MS Office and MS Teams, travel booking platforms, and SharePoint
Health & Safety knowledge of compliance standards and emergency procedures
Flexibility with varied tasks and occasional schedule adjustments
High level of discretion, confidentiality, and professionalism
On-site attendance in the NYC office 3x per week
Company
SimCorp
SimCorp is a provider of investment management software solutions and services for the global financial industry.
1001-5000 employees
H1B Sponsorship
SimCorp has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (5)
2022 (2)
2020 (2)
Funding
Current Stage
Public CompanyTotal Funding
unknown2023-04-27Acquired
2002-06-28IPO
Leadership Team
Peter Sanderson
Chief Executive Officer
Georg Hetrodt
Executive Advisor
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