Office Support Specialist

Overview:Office Support SpecialistReports to Senior Manager, Facility and Office Operations Opportunity At Menarini Stemline, smooth processes and systems are the key to our success. Were looking for an office support specialist who has excellent organizational skills and a personable disposition to keep our company culture thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The office support specialist will provide strong, reliable support of office operations by maintaining the functionality of the workplace and being ready to collaborate with administrative support for the team. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment. Please note the following about the position: This is a non-exempt role and therefore overtime eligibleIn office 5 days a week with the flexibility to shift hours as determined by the Senior ManagerOccasional after hours / weekend support needed in a backup / on call capacity to support the team Responsibilities:Responsibilities: Manage day-to-day office activities as main point of contact in reception areaEnsure office efficiency by maintaining visitation system, common areas, greeting visitors, inventory system, organizing procedures, handling heavy incoming mail/package distribution, managing digital file systems, and overseeing supplies and equipmentResponsible for maintaining kitchen and pantry area, ensuring both areas are fully stocked for employees and daily guestsOversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate full service catering orders when requestedConducts daily and weekly checks throughout office including conference room functionality and facility maintenanceCollaborates across functional areas such as IT, HR, Finance, R&D, Commercial, and others on various assignmentsHosts international colleagues and assist with all arrangements related to hotel, car service, flights, and dining, if necessaryAssist with contract preparation, tracking, vendor communication, and digital filingProcess and reconcile expense reports and receipts as neededProvide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel and special projectsBackup for Senior Manager and Executive Assistant when needed including administrative tasks and office tours, as well as other duties as assigned or necessaryOther administrative and operations project responsibilities as needed Qualifications: Minimum of three years of experience in an office setting as a receptionist, administrative assistant, office coordinator, or customer service field requiredBachelors degree or equivalent preferredStrong time-management, organizational, and interpersonal skills, high degree of flexibility, and excellent multitasking abilityHigh level of proficiency with office applications, and aptitude for learning new software and systemsAttention to detail to ensure tasks are completed thoroughly and correctlyCustomer oriented mindset with a keen eye for details Google Suite experience a plusMicrosoft Suite a plus (PowerPoint, Excel, Word)No task is too small attitude Concur experience a plusSAP experience a plusAbility to maintain confidentiality of company informationMust be able to lift up to 15 pounds at times Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Menarini Stemline is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.Annual Base Salary Range of $7