Summary of Primary Role
Execute and ensure an efficient workflow for Office Services requests, process invoices, and provide entry-level administrative backup support.
Key Internal/External Contacts
Daily interaction with all levels of management and professionals throughout Morgan Stanley.
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Primary Responsibilities
Administrative Support
• Perform Reception duties on IBD Management floor, meeting and greeting visitors, when needed
• Reserve conference rooms
• Coordinating and reserving Visitor Office Space
• Coordination of incoming and outgoing deliveries and packages
• Serve as floor fire wardens
• Back up basic administrative functions
• Projects as required
Expense Management
• Process invoices through SMAART system
• Process and approve Ariba orders for office supplies, business cards, stationery, etc.
Provide backup support when needed for maintenance/facility requests
• Submit request tickets to assist Office Services Manager with:
o Office cleaning/spills
o Ladies/Men’s Room tickets (i.e., bathroom clogs, un-kept stalls, etc.)
o Pantry Requests (i.e., broken ice machine, refrigerator defrost, broken vending machine/coffee machine)
o Garbage pickup/Confidential Waste bin deliveries
o Light bulb replacement
o Replacement Office/Desk/Filing cabinet keys
o Air conditioning/heating adjustments
o Mechanical issues (i.e., air vent malfunctions)
o Headset, webcam, speaker puck installations when requested
• Assist with onboarding new hires and transferred employees
• Oversee headset, webcam, speaker puck inventory
• Stock new hire desks with basic office supplies and ensures workstation and telephone are connected
• Assist with coordination of packing and shipping termed employees personal items
• Clean Desk Champion - Coordinating with Building Services to have termed employee’s desks deep cleaned upon leaving
• Update and maintain floorplans
• Office Nameplate replacements/updates
• Espace/Manhattan seating updates
• Assist Office Services Manager with physical move coordination, which could require working an occasional weekend, or working overtime on a weekday
• Process Market Data requests