Office Administrator

POSITION OVERVIEW: Creatively and efficiently manage office procedures, light inventory and provide excellent customer service for internal and external customers.
GENERAL ACCOUNTABILITIES:

• Maintain and protect assigned Company assets.
• Represent Company in a business-like professional manner in both conduct and appearance, to maximize client satisfaction.
• Work in compliance with the Company’s polices and procedures including safety manual with safety of self and others in mind at all times.
• Accurate and timely documentation including, but not limited to, timecards
• Available to work outside of, or in addition to normal businesses hours.
• Work proactively and in a positive manner with co-workers.
• Communicate effectively and timely to resolve Company, Client, or Colleague inquiries and/or requests.

SPECIFIC ACCOUNTABILITIES: Include, but not limited to:

• General administrative support of the office as needed, including office supplies, petty cash management, filing and data entry
• Facility upkeep and maintenance as needed
• Review project folders and provide sales admin support as needed including, but not limited to, change orders (adds/changes), invoicing support, bid support and deliver/ship.
• Accurate documentation and data storage of all aspects of the project, including but not limited to POs, change orders and Notice of Completions (NOC)
• Reconcile jobs and process returns prior to close out.
• Create new Sales Orders for Direct Ship customers
• Light warehouse and inventory, including: o Shipping & Receiving functions
  • Scanning packing lists to Supply Chain Services daily
  • Staging & tracking of installation and service materials
• Tracking and maintenance of inventory materials including quarterly inventory counts
• Handle travel arrangements for overnight work as needed
• Coordinate company apparel orders and safety equipment as needed
• Maintaining conference rooms, training room, kitchen and break areas, as well as collaborative or other meeting areas.

REQUIRED QUALIFICATIONS:

• High School diploma or equivalent
• Proficiency with Microsoft Office, including Excel, Word and Outlook, and computerized business systems as demonstrated by a minimum of 2 years of experience
• 1- 3 years of experience with general administrative duties in an office environment
• 1 year of customer service experience
• Valid Driver’s license with acceptable driving record

PROFESSIONAL COMPETENCIES:

• Self-starter with excellent interpersonal skills including customer service skills
• Strong organizational skills
• Ability to multi-task while working under deadlines and time constraints
• Excellent keyboarding skills.
• Ability to solve practical problems and carry out responsibilities under minimal supervision.
• Ability to organize workload for effective implementation, including the ability to multi-task while under deadlines or time constraints
• Ability to write effective business correspondence and present information in one-on-one and small group situations.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to function as an effective team member.
• Ability to adapt as the external environment and organization evolves.
• High degree of discretion and confidentiality

PHYSICAL DEMANDS: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Must be able to effectively communicate, (ie see, hear, speak and write clearly in English) in order to communicate with colleagues and/or customers
• Manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment
• Must be able to move around the warehouse to complete various activities that may require ascending or descending ladders, reaching, lifting, carrying objects of up to 30 lbs

WORKING CONDITIONS:

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate.

Salary Range: $19ph - $23ph DOE