Corporate Front Office Manager & Administrator - FAREPORTAL : Job Details

Title: Corporate Front Office Manager & AdministratorLocation: 137 West 25 th Street, 11 th Floor, NY, NY 10001Type: In-Office (5 days per week)Salary Range: ($68,000- $80,000/ Year) Job Description Who We Are: Fareportal is a travel technology company powering a next-generation travel concierge service. Utilizing its innovative technology and company owned and operated global contact centres, Fareportal has built strong industry partnerships providing customers access to over 500 airlines, a million lodgings, and hundreds of car rental companies around the globe. With a portfolio of consumer travel brands including CheapOair and OneTravel, Fareportal enables consumers to book-online, on mobile apps for iOS and Android, by phone, or live chat. Fareportal provides its airline partners with access to a broad customer base that books high-yielding international travel and add-on ancillaries. HIGHLIGHTS:

• Fareportal is the number 1 privately held online travel company in flight volume.
• Fareportal partners with over 500 airlines, 1 million lodgings, and hundreds of car rental companies worldwide.
• 2019 annual sales exceeded $5 billion.
• Fareportal sees over 150 million unique visitors annually to our desktop and mobile sites.
• Fareportal, with its global workforce of over 2,600 employees, is strategically positioned with 9 offices in 6 countries and headquartered in New York City.

Role Description Fareportal is looking for an experienced candidate to work out of our Corporate Office located in NYC as its Corporate Front Office Manager & Administrator. The role plays a vital part in ensuring the smooth operation by overseeing front office management, general administrative tasks, coordinating office operations, and providing executive assistance to the office of the CEO. The responsibilities typically include a combination of office management, team coordination, and operational efficiency. Key responsibilities include (but are not limited to): Visitor & Guest Management:

• Welcome, greet and direct all employees, clients, visitors, solicitors appropriately.
• Oversee the day-to-day administrative functions of the office.
• Maintain visitor log
• Answer incoming calls, respond to the caller's needs and route to the appropriate departments/individuals.

Leadership & Employee Support:

• Schedule executive meetings, appointments and conference bridges as required.
• Serve as a backup to the executive assistants (Chairman, President, CFO, etc.) as necessary.
• Manage executive team attendance and manage external vendors for all company events.

Communication and Coordination

• Serve as a liaison between different departments to ensure smooth workflow and communication.
• Facilitate cross-functional collaboration and address administrative bottlenecks.
• Organize and oversee company events, meetings, and conferences.

Records and Documentation

• Maintain and secure confidential records and files.
• Oversee document management systems and ensure proper record-keeping protocols.
• Ensure data protection compliance, including safeguarding sensitive information.

Problem-Solving and Decision-Making

• Address and resolve administrative challenges promptly.
• Propose and implement solutions for improving office efficiency and effectiveness.

Information Management:

• Prepare/disperse letters and documents such as Receive FedEx, UPS, and USPS
• Follow mail sorting and scanning procedures daily.
• Coordinate with messengers and all deliveries and distribute to the appropriate recipients.
• Manage, maintain, and organize conference room calendars.
• Handle highly confidential and sensitive information with utmost discretion.

Facility/Office Management:

• Accountable for reconciling inventory of office supplies, kitchen consumables, and cleaning supplies and placing orders accordingly.
• Oversee and coordinate with building maintenance professionals to address facility repair issues
• Collaborate between building management, engineering, and/or those responsible for maintenance and operation of the facility (Building Engineering: including electrical systems, mechanical systems, security contractors, janitorial services, and other various aspects of facility operations).
• Responsible for maintaining a clean and professional reception/all meeting areas.
• Coordinate office catering needs and assist with larger off-site events and corporate travel (air and ground transportation) as needed.
• Ensure compliance with standards, policies, and controls.
• Collaborate with IT and HR to ensure company assets are properly functioning and are safely distributed to employees.

General Support:

• Assist with ad-hoc task/projects. Growth potential

Required Qualifications

• 5+ years of experience as a Office manager, Administrative Assistant, or a similar role. Tech travel companies or Ecommerce companies preferred.
• Manage activities across multiple projects; plan, coordinate and meet project deadlines.
• Demonstrated track record of consistency, professionalism and a customer service mindset to be able to handle challenging situations with tact and diplomacy.
• Excellent organizational skills to manage concurrent tasks, requests, and stakeholders while meeting deadlines.
• Strong interpersonal skills to be able to work effectively with and earn the trust of staff level employees all the way up to Senior Executives
• Must be able to work independently as well as part of a team; be resourceful and solve problems as needed.
• Strong skills in Microsoft Office, Excel, Word, Power Point and Teams
• Bachelor's degree a must and master's preferred.
• Must be physically capable of lifting light boxes from time to time (e.g., relocating light boxes, stocking of supplies in Caf and other areas, etc.)
• Ability to accommodate some occasional work outside of normal work hours (9am - 5:30pm ET) for special company events and/or critical business meetings (e.g., annual company social events, annual executive meetings, etc.)

Preferred Qualifications

• Prior work experience in the tech, e-commerce, or travel industry
• Prior work experience in large corporations such as the Fortune 500
• Advanced degree

Benefits & Perks Fareportal offers our team members a wide range of market-leading benefits and other perks, including:

• Health, Dental and Vision Benefits
• Competitive Paid Time Off and Leave Policies
• Employee Friendly Technology and Gadget Policies

Disclaimer This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Fareportal reserves the right to change the job duties, responsibilities, expectations, or requirements posted here at any time at the Company's sole discretion, with or without notice. Fareportal is proud to be an equal opportunity employer. We strive to create a culture of diversity and inclusion for all our team members and are committed to maintaining a workplace that is free from unlawful discrimination and harassment. Unlawful discrimination based upon race, color, religious creed, sex, gender, pregnancy, gender identity, gender expression, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, genetic information, medical condition, physical or mental disability, military and veteran status and all other characteristics prescribed by law is strictly prohibited. Job Type: Full Time Job Location: NYC