Office and Administrative Coordinator

About Vantage Group:

Vantage Group is a global leader in airport and transportation investment, development, management, and advisory services. Since 1994, Vantage’s corporate and network-wide team has managed an award-winning portfolio, building strong partnerships that integrate global expertise and local know-how to solve complex transportation challenges at every network location. Over three decades, Vantage has built a track record of creating customized solutions to transform airports and transportation centers that benefit the passengers, stakeholders, and communities they serve. Vantage is a wholly owned strategic platform of Investcorp Corsair Infrastructure Partners for capital deployment in the airport and transportation sectors. Visit vantagegroup.com to learn more.

The Role:

The Office and Administrative Coordinator will report to the Executive Assistant and work closely with Vantage Group’s greater Administrative and Executive team. This role will be responsible for supporting the Vantage New York offices and the existing Executive Assistant (NYC). This position requires the ability to anticipate needs, think critically and offer solutions with a high level of professionalism and confidentiality. The position requires collaboration with varied internal stakeholders as well as contributing to and executing comprehensive administrative strategies.

Key Responsibilities:

Office Administration

• Support the Vantage NY offices services by implementing efficient systems and policies, establishing standards, and making adjustments/improvements as needed.
• Create a safe and welcoming environment with professionalism, attention to detail, kindness, and Vantage’s core values at the forefront.
• Maintain physical office space – opening & closing procedures, light cleaning, etc., for both offices on the 3^rd and 11^th
• Coordinate with the building management team for maintenance requests and repairs on the 3^rd and 11^th
• Maintain safety/emergency equipment, as directed by building management, city/state/federal policies, and the Vantage Executive Team.
• Receive, sort, distribute, and document all incoming and outgoing mail and packages for both offices on the 3^rd and 11^th
• Purchase and organize all office and kitchen supplies for both offices.
• Serve as the main point of contact for all vendors and office-related accounts.
• Negotiate discounts and identify opportunities for environmentally sustainable supplies and minority- and women-owned business enterprises (MWBE) vendors.
• Coordinate with Vantage IT, JMP (JFK Millennium Partners) IT, and external vendors for technical support in the office.
• Arrange meeting/event logistical support and catering both on and off-site.
• Manage office security system and access badge distribution.
• Project manage any NY office infrastructure or CapEx projects.
• Coordinate with IT administrator on space management system (Officespace).
• Document office policies and procedures and establish a shared repository for other administrative staff.

Administrative Support

• Provide HR and IT Support with the distribution and collection of IT assets in the onboarding and offboarding process.
• Maintain an up-to-date inventory of all IT assets in the offices.
• Ensure secure storage and proper labeling of IT equipment and accessories within the office.
• Process purchase requests from the IT, Marketing, and Business Development teams in a timely and cost-effective manner.
• Manage the SIDA badging process.
• Completing expense reports for the Senior Corporate Management Team and assisting in reconciling the New York office corporate cards.
• Provide calendar management and meeting scheduling support, as requested by Vantage Executive Team.
• Liaison with corporate travel agents to book travel (domestic and international), accommodation, and ground transportation for the US corporate office personnel (except for C-Suite).
• Prepare meeting presentations, reports, and documents as requested.
• Provide PTO coverage for US-based Executive Assistants.
• Other duties and responsibilities commensurate with the position may be assigned.

Primary Qualifications:

• A minimum of 5+ years’ experience in office administration, office management, executive support, general administrative or other professionally related field.
• Intermediate to advanced proficiency in Microsoft Office suite (Excel, PowerPoint, Teams) and familiarity with other office management systems, scheduling software and communication platforms.
• Ability to prioritize tasks, manage schedules, and keep track of deadlines. Including managing calendars, scheduling appointments, coordinating meetings and following up on unresolved issues or requests.
• Clear and effective communication, both written and verbal, is crucial for this position. Strong interpersonal skills will be needed to help build relationships and collaborate effectively.
• High attention to detail, a focused and systematic approach to daily work and commitment to accuracy is vital.
• Discretion while handling sensitive information. Maintaining a professional level of confidentiality when interacting with private personal, and company, information and data.
• The ability to adjust to changing priorities, learning new systems, and handling unexpected challenges.

About You:

• You are curious and have a good ability to ask questions and convey complex information to a diverse group of audiences.
• Passion for achieving results and exceptional client management and relationship-building skills 
• Strong analytical and problem-solving abilities supported by reporting capabilities. 
• Ability to work cross-functionally with all areas of the organization. 
• Detail-oriented and solutions-driven self-starter who takes pride in developing and presenting high-quality, timely results 
• Excellent verbal and written communication skills required; must be comfortable connecting and communicating with individuals at all levels of an organization.
• Ability to navigate ambiguous situations, bring options and provide recommendations.
• Solutions driven and self-starter, who understands the importance accuracy and timeliness make a difference and contribute to the success of the business. Continually improving processes.
• Ability to work independently with little or no supervision but also be a team player.

Primary Work Location: NYC, NY (Madison Office)

What We Offer

In addition to a competitive compensation and benefits package, career progression, and access to a global team of talented professionals, we are growing and offer boundless opportunities to make your mark. If you share our sense of adventure, come, and join us for the journey. The salary range for this position is $65,000 - $82,000 USD.

To Apply

All qualified candidates who are legally entitled to work in US will be considered.

Please visit our Careers page at:

https://www.vantagegroup.com/careers/ and follow prompts to apply with your cover letter and résumé.

At Vantage Group, we seek and welcome unique backgrounds, perspectives, experiences and skills. As a global organization, we are always looking for differentiated points of view. We know that a diverse, inclusive and empowered workforce is essential to our shared success, and we invite you to join us for the journey.

For more information about Vantage Group, please visit:  www.vantagegroup.com