New York, USA
Junior operations officer
at OMA
OMA is seeking a junior operations officer to join its team in New York.
OMA is looking for a junior operations officer to join our New York office in January. In this role you will be working closely with our operations manager and studio coordinator in taking care of the administration, communication and coordination of day-to-day operational matters, whilst also supporting the HR team in Rotterdam with specific administrative processes on the ground, ensuring compliance with local regulations and requirements.
Day-to-day responsibilities:
- coordinate overall administrative activities including answering phones, filing, copying, faxing, scanning, processing incoming and outgoing mail
- assist studio coordinator with administrative tasks including incoming and outgoing deliveries, office supply orders, conference room bookings, managing the NY calendar, and welcoming clients and guests
- communicate with our IT department in Rotterdam – duties may include maintaining and ordering equipment, managing software licenses, diagnosing IT issues, and providing general support to staff
- liaise and coordinate with our HR team in Rotterdam regarding specific onboarding and other administrative procedures
- assist our HR team with visa application procedures by acquiring required signatures, coordinating the relevant administration and postings in line with USCIS requirements
- assist our HR team with OMA NY recruitment (cycles)
- maintain relationships with US-based recruitment pools
- onboarding new employees on their first day, introducing them to the office and their team, and ensuring compliance with the relevant HR processes; diligently updating staff databases as employees come and go
- serve as a continuing resource for employees; answer basic questions about company policy, draft updates to the handbook as necessary, elevate more complicated questions to the HR team
- supervise administration of employee benefits; AT&T accounts, Seamless profiles, Uber account use; TransitChek Program
- provide the HR team with monthly expense reports and related payroll administration
- register PTO and sick leaves, and coordinate approvals with project leaders and the HR team
- assist the operations manager with credit card management, invoice generation, and other finance centered tasks
- aid the operations manager with staff travel accommodation planning
- utilize a range of office software, including Outlook, Microsoft Suite, Adobe Creative Suite
- assist with diversity, equity and inclusion efforts
- help organize internal and external social events for the office
- foster a positive and productive work environment
Requirements:
- minimum one year of experience in an administrative role, experience in an architecture or design studio is a plus
- knowledge of, or a keen interest in USCIS procedures and New York State labor law requirements
- knowledge of, or a keen interest in recruitment for full time positions and internship programs
- curious and solutions-oriented self-starter, with the ability to respond to questions and challenges in a thoughtful, proactive manner
- thrives in a dynamic, fast paced, international environment
- proficiency in a non-English language is a plus
- able to prioritize tasks quickly and efficiently
- able to multi-task, make decisions and use discretion
- able to define problems and clearly communicate issues with supervisors
- excellent interpersonal and communication skills
- proficient in Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
The ideal candidate is an organized, detail-oriented professional with exceptional communication skills. You should be able to oversee multiple short and long-term tasks to completion with minimal supervision.
Please use our online application form to submit your application, and include the following documents:
- your cover letter in which you give your motivation for wanting to work at OMA
- your complete resume
OMA values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, protected veteran status, or any other legally protected group status.