Office Administrator

Description

The Administrative Assistant plays a vital role in ensuring the smooth and efficient operation of the company's office space. This position involves a diverse range of responsibilities that contribute to the overall effectiveness and organization of the company. The Administrative Assistant collaborates with various teams and departments to provide essential administrative support such as record-keeping, data entry, and other means of information sharing that allows the office to operate efficiently and productively.

Job Responsibilities

Administrative Support

• Oversee day-to-day office operations, including maintaining a clean and organized workspace, ordering supplies, and managing office equipment such as copiers, computers, phones, etc.
• Coordinate office maintenance and repairs as needed to ensure a safe and comfortable working environment
• Prepare and distribute documents, memos, and reports, ensuring accuracy and confidentiality
• Direct guests and vendors to appropriate locations within the office
• Answer any business-related inquires or direct to appropriate locations over the phone and via email
• Escort guests to appropriate locations for meetings and interviews

Record Keeping / Documentation

• Maintain accurate and organized records, contracts, facility vendors and other essential documents
• Develop and maintain a systematic filing and document retrieval system for easy access to information

Problem Solving

• Address day-to-day administrative challenges and proactively identify opportunities for process improvement
• Assist in resolving administrative issues and discrepancies in a timely manner

Customer Service:

•  Handling customer complaints and troubleshooting issues with services
• Following up with customers by phone, text or email
• Accessing databases to retrieve account information for customers
• Letting customers know about additional products or services that might benefit them
• Escalating queries and concerns when necessary
• Updating customer records following each contact
• Process and send invoices promptly; follow up on collections 

Qualifications and Requirements

• Associate or bachelor's degree in business administration or related field is preferred
• Proficiency in a Microsoft Office Suite (Outlook, Excel, Word, SharePoint, PowerPoint)
• Proven experience in administrative or office management roles
• Strong organizational and multitasking skills, with keen attention to detail
• Excellent communication skills, both written and verbal
• Ability to work independently and collaboratively in a fast-paced environment
• Discretion and the ability to handle confidential information appropriately
• Problem-solving aptitude and a proactive approach to tasks
• Valid driver’s license required

Key Competencies

• Strong attention to detail - achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved, which requires little to no checking; provides information in a usable form and on a timely basis to others who need to act on it; documents important details in messages or communications so the details are not lost or forgotten
• Strong organization and communication skills - propensity to efficiently organize multiple facets of the business and effectively communicate, both in writing and verbally, across all parts of the organization (upstream, downstream and among peers); collaborates with leadership both within and outside HR, including their-party consultants and vendors
• Proactive self-starter and ability to move with urgency - willingness to think proactively, dig in on issues, as they arise and move with urgency to resolve them

• Confidentiality – keeps all information and knowledge gained in the position confidential; speaks with direct supervisor and other lead team members only in regard to any company information

Physical Requirements

• While working in an office setting, sitting at a desk and working on a computer, typing
• Sometimes required to stand for certain periods of time
• Specific abilities required by this job include close and distant vision as well as the ability to hear normal conversation and respond, either verbally or in writing, to accurately convey detail and/or instructions
• Must be able to lift up to 20 pounds at times