• New York, New York
• Food
• 66K-75K
• Full Time regular employee
•  40 hours per week

Job Description

【Summary】
The Assistant Administrative Services Manager is responsible for supporting the day-to-day operations of the Administrative Services Department. This role involves managing corporate housing, overseeing business insurance processes, handling licenses and permits, coordinating facility maintenance, and acting as a liaison for legal matters. The position requires strong organizational skills to ensure a safe, compliant, and efficient work environment. The Assistant Administrative Services Manager collaborates with various stakeholders, including vendors, government agencies, and legal representatives, while managing multiple tasks to support the company’s operational needs.

【Essential Duty 】
 1. Corporate Housing Management
● Manage the signing, renewal, termination, and move-in/move-out procedures for corporate housing contracts
● Address inquiries from employees regarding corporate housing and provide appropriate support
● Coordinate with property owners/landlords for lease negotiations, maintenance, and rent adjustments
● Conduct regular inspections to ensure optimal living conditions and appropriate rent allowances
2. Business Insurance Management
● Oversee the contracting and renewal process for necessary business insurance policies
● Act as the primary contact with insurance providers, managing communications and claims processes
● Conduct periodic risk assessments to protect company assets and employees 3. License and Permit Management
● Manage the acquisition and renewal of licenses and permits required for business operations
● Ensure compliance with applicable regulations to maintain uninterrupted business activities
● Liaise with government agencies to handle applications and document submissions

 3. License and Permit Management
● Manage the acquisition and renewal of licenses and permits required for business operations
● Ensure compliance with applicable regulations to maintain uninterrupted business activities
● Liaise with government agencies to handle applications and document submissions

 4. Facility Management
● Schedule and manage regular facility maintenance and related cost controls
● Coordinate with vendors for necessary repairs and improvements
● Oversee security protocols to maintain a safe workplace environment

 5. Legal Liaison Duties
● Serve as the primary point of contact with external law firms and legal advisors
● Manage the process of contract review requests and feedback from legal counsel
● Obtain legal advice on business-related risks and share relevant information with internal stakeholders
● Support compliance improvements based on legal counsel recommendations

 6. General Administrative Duties
● Manage office supplies and inventory, ensuring adequate replenishment
● Preparation and organization of internal events and meetings
● Handle document management, including filing, recordkeeping, and reporting
● Arrange travel and provide employee support services as needed


 【Required Skills & Abilities】
 ● Strong organizational and multitasking abilities
● Excellent communication and coordination skills to manage both internal and external stakeholders
● Knowledge of business insurance, licensing, and facility management processes
● Ability to work independently, prioritize tasks, and manage multiple responsibilities efficiently
● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
● Familiarity with office management software and digital tools

 【Minimum Qualifications】
 ● Bachelor’s Degree in Administrative Services, Business Administration, or related field; Or a minimum of 2-3 years of related Administrative Services work experience required
● Prior supervisory experience is preferred
●Microsoft Office Suite (Word, Excel, PowerPoint)
● Office management software and digital tool
 ● The employee is regularly required to sit and talk or hear
● The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls
● The employee is occasionally required to stand, walk, use hands to pick-up, and reach with hands and arms
● The employee must occasionally lift and/or move up to 15 pounds. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary
● Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus
● The noise level in the work environment is usually low to moderate

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