Office Support Specialist

** Job Description

Summary:

** The Office Support Specialist supports day-to-day workplace operations in the New Hyde Park office and helps ensure a professional, efficient, welcoming, and well-maintained environment for associates, clients, and visitors. This on-site role combines workplace operations, facilities support, office services, hospitality, and executive administrative support. The position applies standard procedures and sound judgment to complete moderately complex assignments, resolve routine service needs, support Workplace Services programs, and partner effectively with Workplace Services leadership, senior advisors, clients, site stakeholders, vendors, service providers, and peers across locations.  

The role is ideal for someone who enjoys being the visible on-site hub for the office while blending client service, office operations, hospitality, relationship management, and executive support for senior advisors in a collaborative, people-focused environment.
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* Job Description:

**** Primary Responsibilities*
* * Support daily office operations by maintaining reception areas, conference rooms, common spaces, kitchens, pantries, supply areas, and shared work spaces so they remain organized, stocked, professional, client-ready, and ready for daily use.
* Serve as the primary on-site support contact for the New Hyde Park office by welcoming clients, visitors, and associates; providing phone coverage; supporting reception and administrative team needs; and delivering a positive office experience.
* Provide comprehensive administrative and scheduling support for a team of advisors, including coordinating internal and client meetings, managing calendars and communications, tracking scheduling activity, preparing meeting materials, and arranging conference rooms, virtual meeting links, and other logistics.
* Support senior advisor client relationships by helping coordinate timely communication, meeting logistics, and a seamless client experience throughout the year.
* Perform routine operational checks, monitor supplies, room readiness, basic equipment functionality, and ongoing office needs; resolve routine workplace service requests and escalate issues when appropriate.
* Coordinate catering, conference room logistics, room readiness, and event support so meeting spaces are prepared, welcoming, stocked, and professionally maintained before and after client meetings and office events.
* Support phone coverage and call-tree processes by answering or routing calls, following established procedures, and helping maintain accurate call-tree information as directed.
* Assist with office moves, workspace set-ups, operational projects, shipping and mail services, scanning, scheduling support, and other administrative needs.
* Prioritize work, adapt to changing needs, complete assignments reliably, identify office improvements, contribute to process improvements, and share best practices with colleagues across locations.
* Support Workplace Services initiatives, office programs, and consistent delivery of workplace standards by communicating updates, reminders, and important information to office teams.
* Coordinate vendor and facility services by partnering with building management, maintenance providers, delivery services, and other vendors; submitting and monitoring service requests or facility tickets; coordinating logistics and access; tracking requests to completion; and providing status updates.
* Support
** safety**,
** emergency preparedness**, business continuity, and site readiness by assisting with safety initiatives, maintaining emergency supplies, postings, and readiness plans, and escalating concerns as needed.
* Support the centralization of One Focus Accounts Payable by receiving and organizing incoming AP mail, preparing supplier checks for mailing, tracking check issuance and delivery when applicable, maintaining records of returned or undeliverable checks, and coordinating urgent supplier payments and related documentation.
* Support the centralization of One Focus Payroll by coordinating overnight or Fed Ex delivery of employee payments and tracking payroll payment deliveries.
* Support tax correspondence and payments by receiving and routing tax correspondence, preparing tax payment packages based on approved instructions, sending payments by required deadlines, and tracking payments and confirmations.
* Provide treasury and banking support by preparing and making bank deposits, delivering checks and other…