Overview

SUMMARY

Under general supervision, the Office Administrator assists in the day to day coordination of administrative office functions. Manages front desk by answering phones and greeting visitors. Assists staff in travel arrangements, scheduling office meetings and conference rooms, and keeps office appearance at a high standard. Acts as the first point of contact for internal/external stakeholders for a variety of topics.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provides general administrative support to various team members in a busy office environment. Handles basic office operations and administrative duties while identifying process improvement opportunities.
  • Provides general clerical support to senior management team. Includes a variety of tasks such as making travel arrangements; managing meetings and other events: maintaining files and documents; coordinating various tasks with department staff.
  • Answers calls and provides information to callers, greets visitors entering the building, directs individuals to correct destination.
  • Orders office and other supplies as needed.
  • Reconciles office related bills/invoices and submits payment. May also assist with expense reimbursements and corporate credit card statements, as needed.
  • Handles questions and requests from internal/external customers.
  • Provides general clerical and administrative support including delivering mail to internal staff, mailing/shipping packages, scheduling conference rooms, sending correspondence, filing, etc.
  • Ensures that common areas are stocked with required supplies as appropriate.
  • Sorts and delivers Company’s mail and handles office related mailings and overnights, as needed. Manages postage machines.
  • Processes UPS billing.
  • Processed business registration renewals.
  • Ensures office operations run smoothly by coordinating various administrative projects and expediting work results through diligent follow through.
  • Maintains office supplies and equipment by monitoring inventory and placing orders as needed.
  • Schedules meetings for staff members, as needed, and may prepare related meeting materials.
  • Coordinates and arranges domestic and international travel for staff members, as needed.
  • Maintains the condition of the office and equipment. Works with Facilities to arrange for necessary repairs or maintenance.
  • Ensures office appearance is at a high standard by organizing displays, arranging furniture/equipment, stocking and organizing conference rooms, etc. Conducts daily walk-through of office areas to tidy up and organize, as needed.
  • May assist in Company events, performing a variety of tasks on-site, as needed.
  • Performs other duties as assigned.

EXPERIENCE REQUIREMENTS: Generally requires a minimum of two (2) to three (3) years of office work experience in similar capacity. Required proficiency in Microsoft Office Suite and use of Internet. Experience in SAP preferred. Past experience booking travel strongly preferred.

REQUIREMENTS:  High school diploma required; Associates or Bachelor’s degree preferred.

OTHER SKILLS AND ABILITIES:

  • Strong organizational skills
  • Excellent verbal and written communication skills
  • Attention to detail
  • Ability to multi-task in a fast-paced, deadline driven and constantly changing environment
  • Flexibility to switch gears with little notice
  • Ability to prioritize workload, meet deadlines and understand when to escalate potential issues
  • Basic math skills
  • Comfort interacting with a wide range of people and personalities
  • Must be internal and external customer focused
  • Strong interpersonal skills with the ability to use tact and diplomacy; must be team player
  • Must be self-motivated with ability to use own initiative; willing to “roll-up the sleeves”
  • Positive and enthusiastic attitude

CONTACTS:

Internal: Collaborate with all departments within the Company at all levels from line to executive.

External: Vendors, third party service providers.

JUDGEMENT/REASONING ABILITY: Ability to recognize discrepancies and resolve problems quickly using sound judgment, poise and diplomacy.  Requires ability to use judgment and reasoning skills, and determine when issues need to be escalated.

PHYSICAL DEMANDS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to sit; use hands and fingers, bend, stoop and reach with hands and arms.

Ability to lift up to 35 pounds
<5% daily
Able to sit at a desk and use/view computer
90% daily
Able to hear and speak into a telephone
60% daily
Able to stand, bend, stoop, twist
20% daily

WORK ENVIRONMENT:  The noise in the work environment is usually moderate.  Other factors are:

Ability to travel if needed. Travel is minimal in this position.
Hectic, fast-paced with multi-level distractions
Professional, yet casual office work environment
Ability to work extended hours as required

Required Pre-Hire Screenings:

·         Criminal – Felony and Misdemeanor 7 Years

·         National Criminal Data Base 7 Years

·         Social Security Verification

·         Driving Record

·         NDOT Drug Screen