About Us:

NYSTEC is a nonprofit technology consulting company, advising agencies, organizations, institutions, and businesses since 1996. We’re independent and vendor-neutral, so we have our clients’ best interests at heart. At NYSTEC, we know that we succeed when individuals and teams flourish personally and professionally, so our benefits and perks support that mindset.

About the Role:

The office administrator provides essential administrative and operational support across the organization, ensuring the smooth execution of day-to-day business activities. This role supports a variety of functions including purchasing, financial processing, employee support, and office operations.

The position is highly process-driven and requires the ability to manage multiple priorities, interpret and apply established processes, navigate internal systems, and coordinate tasks across departments. The office administrator exercises sound judgment, maintains confidentiality, and delivers high-quality work in a fast-paced, deadline-oriented environment.

Key Responsibilities

• Provide administrative support to management and internal teams across the organization.
• Coordinate internal meetings and events, including scheduling, logistics, catering, contract processing, and vendor communication.
• Manage and fulfill requests through internal systems (e.g., service desk), including intake, prioritization, tracking, and resolution of requests within defined timelines, ensuring accurate documentation and completion and escalating issues as needed.
• Support purchasing activities, including creating purchase orders, coordinating approvals, and working with vendors.
• Support and execute accounts payable processes by reviewing, validating, and organizing invoices, ensuring proper documentation, and coordinating approvals.
• Support and execute expense report processes by reviewing and validating submissions, ensuring proper documentation, and approving or rejecting as necessary.
• Organize and maintain documentation for corporate credit card transactions and financial processes.
• Support employee onboarding and offboarding logistics, including coordinating equipment, travel, and materials.
• Assist employees with travel arrangements, registrations, and reimbursement-related requests.
• Triage and route incoming communications (phone, email, mail, and system requests) determining appropriate handling and next steps based on established guidelines.
• Greet and manage visitors, as needed, in accordance with company policies, including sign-in procedures and escorting.
• Maintain office operations, including ordering supplies, managing inventory, and coordinating deliveries.
• Process incoming mail and deliveries, including appropriately handling and routing confidential materials.
• Ensure that tasks and requests are completed within established timelines and follow up on outstanding items as needed.
• Provide notary services as needed.
• Support cross-functional teams, including Finance, IT, HR, Contracts, and Business Development, and provide cross-coverage for administrative team responsibilities as needed.
• Maintain confidentiality and handle sensitive information with discretion.
• Organize and maintain digital and physical records in accordance with company practices.

About you:

Required Qualifications

• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Ability to work in a fast-paced, deadline-driven environment.
• Ability to learn and navigate multiple systems and tools simultaneously.
• Ability to adapt quickly to changing priorities and shifting workloads.
• Efficient attention to detail and accuracy.
• Effective problem-solving and decision-making skills.
• Ability to handle sensitive information with confidentiality.
• Professional written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proficiency with the Microsoft Office suite of tools (Outlook, Word, Excel, PowerPoint).
• Notary Public or willing to obtain within 12 months of hire.

Preferred/Desired Qualifications

• Experience working with business systems or tools (e.g., financial systems, ticketing systems).

Education and Experience

• A high school diploma and five years of experience in an administrative or office support role.
• An equivalent combination of education, training, and experience will be considered.

The target hourly rate for this position is $22.85-$30.00. When determining compensation, we analyze and carefully consider several factors, including skill set, experience, location, and job-related qualifications.

It is NYSTEC's policy to provide equal employment opportunity (EEO) to all individuals, regardless of actual or perceived race, color, creed, religion, sex, or gender (including pregnancy, childbirth, and related medical conditions), gender identity or gender expression (including transgender status), age, national origin, ancestry, citizenship status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, military service and veteran status, sexual orientation, marital status, or any other characteristic protected by local, state, or federal laws and ordinances. NYSTEC is strongly committed to this policy and believes in the concept and spirit of the law.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact recruitment@nystec.com if you require a reasonable accommodation to apply for or to perform this job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Learn more about NYSTEC by visiting www.nystec.com.

Provides technology consulting services to New York public agencies.