Office Administrator

Pico fuels the global capital markets community by providing exceptional market data services and customized managed infrastructure solutions.  As financial industry experts at the center of markets and technology, we help our clients efficiently scale their business and quickly access markets. From infrastructure to connectivity, we support our clients through the full trading lifecycle.  We are a global company headquartered in New York, with offices in Chicago, London, Singapore, Hong Kong and Tokyo.

Full-time 4 days / week

Purpose of the role

Pico is looking for a highly organized and detail-oriented office professional to fill the position of Office Administrator. The right person will ensure that our office runs smoothly and efficiently and will work with HR on generalists’ tasks in support of the function. The candidate must be a highly motivated self-starter who understands the overall day-to-day needs of a fast-paced and forward-thinking environment. The ideal candidate will be someone who works well with others, has good communication skills, and is comfortable with independently managing priorities. This position will interact daily with all firm employees, vendors & company guests.

Responsibilities and duties (including but not limited to)

Office Administrator Role:

• Office administration: phone screening, filing, copy/faxing, mailings & maintaining supplies needed to run the organization
• Front desk reception: registering all clients & firm guests with building security, greeting all guests as they arrive and directing them to their appropriate location
• Manage office supplies: including stationery, business cards, pantry supplies, swag and materials needed for internal and external events
• Ensure office is in proper condition for staff, clients & guests at all times. This includes clean and organized community areas such as reception, meeting rooms and pantry
• Assist senior management in scheduling meetings, conference rooms and client events
• Coordinate business travel & accommodation for management & staff members as needed
• New hire onboarding - day 1 setup:

-    Shipment of laptops
-    Obtain building access badge  
-    Update seating plan
-    Meet / greet new hire

• I9 & E-Verify Completion

• Maintain building / vendor relationships for facilities management
• Organize mailings, invoices and other materials including deliveries and packages of various weights and sizes
• Collaborate with global office managers on administrative processes and initiatives
• Coordinate and organize company events and culture initiatives; facilitate communications, set-up and marketing
• Maintain files and databases, track invoices and budget management; prepare reports, proposals, correspondences & presentations
• Any Ad-hoc duties which may be assigned from time to time
• Organize meetings with HR such as Pico Women’s Network, Introduction to Pico with CEO
• Facilitate confidential employee information and documents maintaining the accuracy of digital and electronic internal employee records
• Provide support in the implementation of HR strategy and execution of any supporting programs or systems
• Assist senior management with submitting expenses via Concur
• Remotely support our Chicago office with lunch ordering, building management, vendor relationships, etc.

Education, Skills and Background (including Experience Requirements)

• Bachelor’s degree in business administration or related field preferred
• Min 2 years of experience in Office Administration
• Strong customer service orientation and telephone etiquette
• Must demonstrate teamwork, detailed orientation, strong organization skills, ability to effectively manage multiple priorities and use good judgment regarding time management and confidentiality of firm, client & staff
• Excellent communication skills both verbal and written
• Exhibit a professional and positive attitude, acts as a culture carrier
• Must be self-directed and able to complete projects with minimal supervision
• Ability to work independently and as part of a team
• Proven problem-solving skills
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Experience with applications for managing data and digitizing paper documents a plus
• The ability to legally work within the United States

Working Arrangements 

This is an Office based position Monday – Thursday or 32 hours per week. Though travel may be required from time to time, it is not expected to be regular or frequent. The role holder will be expected to work whatever hours are necessary for the performance of this role (recognizing that it involves multiple jurisdictions/geographies including but not limited to AMRS, EMEA or APAC). 

 IMPORTANT DATA PRIVACY INFORMATION:

This position is available with Pico Services Inc. The controller of your personal data will be Pico Services.

For further information on what personal data we collect, how we will process your personal data and your rights with respect to your personal data please read our Pico Job Candidate Privacy Notice, View Here.

Be a part of Pico Family

Pico is an equal opportunity employer. Pico does not discriminate on the basis of a candidate's age, race, gender, color, religion, sexual orientation, physical or mental disability, or other non-merit factors. All employment decisions at Pico are based on business needs, job requirements and qualifications. If you require any assistance or accommodations to be made for the recruitment process, please inform us when you submit your online application.