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 and Tokyo.
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 (include 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 stationary, 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 & accommodations for management & staff members as needed
New hire – day 1 set-up:
Shipment of laptops
Obtain building access badge
Update seating plan
Meet / greet new hire
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, tracking invoices and budget management; prepare reports, proposals, correspondences & presentations
Any Ad-hoc duties which may be assigned from time to time
Human Resources Administrator Role:- (Nice to have but not essential)
Maintain highly 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
Coordinate the onboarding of new hires including:
Employment agreements
Background checks
I9 & E-Verify Completion
Conduct new hire orientation
Organize Introduction to Pico with CEO
Communicate and coordinate with hiring managers for first day logistics, departmental training programs and employee exiting process
Provide support in performance review process at year-end
Facilitate changes in employee status, work assignments, reporting changes, and timekeeping in accordance with established operating procedures and deadlines. This may include payroll and benefits administration, compensation and leave entitlements
Assist with employee work verifications
Education, Skills And Background (including Experience Requirements)
Bachelor’s degree in Business Administrations or related field preferred
Min 2 years of experience in Office Administration role
Knowledge of HR processes, employment laws, and regulations is a bonus
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 a Office based position. 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 EMEA, USA and APAC).
Important Data Privacy Information
This position is available with PICO GLOBAL LTD. The controller of your personal data will be PICO GLOBAL LTD.
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.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Financial Services
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