Office Administrative Coordinator

Job Description

Culturespaces announced a partnership with IMG, a global leader in events, media and fashion, to create an immersive multimedia experience in New York City called 'The Hall des Lumières' in Manhattan's Tribeca neighborhood.

Located in the former 'Emigrant Industrial Savings Bank', the Hall des Lumières art center will offer immersive exhibitions dedicated to the great masters of art history in a 28,000 ft² space across from New York's City Hall.

The exhibitions will be designed to complement the venue's interiors of marble, columns, bank tellers, stained glass windows and sculptures, to enhance the unique multi-sensory experience.
Office Administrative Coordinator

Working under the supervision of the General Manager, you will supervise the operations of the Reception Desk, the Ticket Office, and the Gift Shop in order to ensure that visitors receive a warm welcome at the Reception Desk. Ensure the venue is enhanced and promoted, and that the commercial operations run as smoothly as possible.

Responsibilities:

Provide administrative support to the Director of the venue:
• Craft, write, and deal with emails
• Manage emails
• Screen calls
• Organize the General Manager's meetings and schedule
• Make travel arrangements for the General Manager and team
• Manage expense accounts the General Manager and team

Accounts management:
• Manage and track orders and supplier and customer invoices
• Prepare accounting reports
• Manage cash registers and prepare accounting reports
• Deposit cash at the bank

HR administration:
• Post & pre-screen resumes, schedule & coordinate interviews and track & report staffing activity
• Returns phone calls/emails to applicants on job posting questions
• Prepares new hire packages, assist with on boarding new employee(s)
• Assists with enrolling eligible employees in medical/vision/dental and 401(k) benefits
• Schedules and books new hire travel arrangements
• Aid in creating an accessible and efficient archive filing system
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines
• Updates and distributes organizational charts and staff listings
• Will assist with the distribution of updated employee communications/guidelines/memos/training materials
• Reviews HR invoices for accuracy and submit to AP for payment
Oversee the administrative management of the venue:
• Manage the venue's maintenance and works contracts
• Ensure administrative follow-up of events
• Monitor compliance with procedures
• Coordinate the work of the assistants

Requirements:

Knowledge, Skills & Abilities
• Strong leadership and motivational skills
• Excellent people skills, building solid relationships with customers at all levels
• Ability to organize and prioritize work
• Must work well under pressure and short deadlines
• Ability to maintain records timely and accurately
• Excellent decision-making skills
• Excellent communication skills (verbal, written, and presentation)
• Flexible and adaptable to change
• Manage multiple calendars
• Booking travel for multiple people

Education & Formal Training
• Associate's Business degree or General Business Certification – preferred

Experience
• 3 or more years of administrative experience - preferred
• 3 or more years of HR experience – preferred

Endeavor is an equal opportunity employer committed to a diverse and inclusive work environment.

Jobcode: Reference SBJ-r0eb7m-3-19-31-73-42 in your application.