The Office Administrator is responsible for providing a wide range of office management and support to the company, including answering phone lines, scheduling/managing calendars, confirming meetings, purchasing office supplies, writing correspondence, planning events, and assisting other departments as needed with various administrative responsibilities. The candidate must be self-managed, resourceful, an independent thinker, and self-sufficient as well as self-motivated.
The essential functions include, but are not limited to the following:
- Answer, route, and screen incoming company calls professionally and positively, with a welcoming outlook and friendly disposition
- Pick up, sort, manage and distribute all incoming and outgoing mail and packages.
- Greet and direct any guests or visitors with a positive and helpful disposition
- Help manage visitor logs, parking, security badges, etc.
- Book and reserve meeting rooms
- Help with office management and organization processes
- Assist other office divisions with general questions, needs/concerns
- Prepare, clean, and organize front desk, conference, meeting, training, common guest, and employee areas daily
- Order, track, and manage inventory stock of office and kitchen supplies for all company locations
- Replenish and maintain par levels of drinks, kitchen, and office supply inventory
- Order, manage, and distribute business cards to employees
- Assist office divisions in arranging deliveries, receiving maintenance and repair services related to office equipment, telecommunications, and building maintenance
- Assist with planning, organizing, supporting, and the clean up after company-sponsored and employee events
- Assist, coordinate, and support internal office and employee webinars, meetings, and events
- Provide various services that would support department heads, including copying, faxing, taking notes, arranging transportation, and assisting with travel arrangements.
- Assist facilitation of company-wide communication, announcements, postings, etc.
- Perform other work-related duties as assigned
- A minimum of 5 years in office management
- Strong computer skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required
- Must have a strong team mentality and customer support orientation (for internal/external customers), demonstrate professional demeanor, and the ability to maintain confidential information
- Must have strong skills in organization and planning, exercise sound judgment and problem-solving, and demonstrate the ability to work independently
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to 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; sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. 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.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.