What are the responsibilities and job description for the Office Manager position at UBS?
United States - Texas
Business management, administration and support
Global Wealth Management
Job Reference #
258607BR
City
Plano
Job Type
Full Time
Your role
The Office Manager is responsible for providing support to the Mortgage Banking Leadership team and the Private Mortgage Bankers (PMBs). The individual partners with the team to ensure daily operations run smoothly and that the administrative needs are met. They will handle general office tasks and administrative duties, such as directing communications between colleagues and clients, organizing schedules and events, entering data, record keeping, maintaining office supplies and equipment. Additionally, they are an upbeat, positive, organized individual who likes to work in a team environment, but is also detail oriented, and a self-starter who likes to learn and is able to multi-task under pressure with ease.
KEY RESPONSIBILITIES INCLUDE:
KEY RESPONSIBILITIES INCLUDE:
- Manage front desk responsibilities:
- greet and assist visitors
- answer phones and transfer calls
- accept and sign for packages and distribute mail, scan and distribute documentation electronically as needed
- print, label, and mail packages as well as maintain appropriate record tracking
- assist employees and guests with access needs: technology, facilities, security
- develop a deep understanding of the Bank's IT infrastructure; request, manage, escalate and provide status on technology tickets
- prepare internal and external correspondence, reports, presentations, and documents for signing/notary
- coordinate travel arrangements and submit expenses
- plan both on, and offsite events
- maintain, organize, and order general office supplies and equipment
- facilitate the Bank's joiner/leaver process including managing onboarding of new associates, facilitating I-9 processing and ensuring appropriate entitlements and systems are requested
- perform routine maintenance on various systems and equipment
- maintain pleasant appearance of the office; clean/neat and well organized
- assist with Business Continuity efforts
- manage suite emergency procedures, runs tests as needed, and update/recertify records with facilities
- special projects as needed
Your team
You'll be working with the Mortgage team in Plano, TX.
Your expertise
SKILLS / QUALIFICATIONS:
- bachelor degree preferred
- 5 years of administrative/secretarial experience
- proficient in use of Microsoft applications, strong PowerPoint required, One Note, Zoom, Teams preferred
- detail-oriented and motivated to learn
- self-starter and able to take initiative in handling assigned tasks
- flexibility with working hours as needed
- able to multi-task under pressure
- ability to prioritize, identify problems and seek solutions with minimal guidance
- excellent organizational skills
- quality and Risk management focused
- clear, concise, on-time communication with top-notch interpersonal skills
- a dynamic and flexible team player
About us
UBS is the world’s largest and only truly global wealth manager. We operate through four business divisions: Global Wealth Management, Personal & Corporate Banking, Asset Management and the Investment Bank. Our global reach and the breadth of our expertise set us apart from our competitors.
With more than 70,000 employees, we have a presence in all major financial centers in more than 50 countries. Do you want to be one of us?
With more than 70,000 employees, we have a presence in all major financial centers in more than 50 countries. Do you want to be one of us?
How we hire
This role requires an assessment on application. Learn more about how we hire: www.ubs.com/global/en/careers/experienced-professionals.html
Join us
At UBS, we embrace flexible ways of working when the role permits. We offer different working arrangements like part-time, job-sharing and hybrid (office and home) working. Our purpose-led culture and global infrastructure help us connect, collaborate, and work together in agile ways to meet all our business needs.
From gaining new experiences in different roles to acquiring fresh knowledge and skills, we know that great work is never done alone. We know that it's our people, with their unique backgrounds, skills, experience levels and interests, who drive our ongoing success. Together we’re more than ourselves. Ready to be part of #teamUBS and make an impact?
From gaining new experiences in different roles to acquiring fresh knowledge and skills, we know that great work is never done alone. We know that it's our people, with their unique backgrounds, skills, experience levels and interests, who drive our ongoing success. Together we’re more than ourselves. Ready to be part of #teamUBS and make an impact?
Disclaimer / Policy Statements
UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.
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