Office Administrator – Operations Division

Position Description

The Office Administrator (OA) is responsible for a range of functions critical to daily operations. The OA will report directly to the Director of Operations (DO), in addition to general office responsibilities, and will provide administrative support to the company's Senior Team. The successful candidate for this role will have solid professional office experience, demonstrate a talent for details, organization, and follow-through, and will have a flexible, proactive working style. This position is full-time, in-office, with COVID-19 Health Safety operations in effect.

Responsibilities

• Maintain smooth daily operations of the office to include: visual office standards throughout the workday, management of office calendars, expense tracking, filing standards for multiple entities and divisions, office and grocery supply, and storage management, among others.
• Oversee Vendor & Consultant management: IT consultant coordination, equipment support (printing equipment, related maintenance & supply), utilities, janitorial service, maintenance of multiple project websites, and office-wide software subscriptions management, among others.
• Provide support for accounting administration functions – invoice tracking, printing checks, and records management.
• Equipment management: inventory management, maintenance management of all office equipment & mobile devices; coordination of new equipment, product research, ordering, installation coordination; and general support to include problem-solving of minor issues.
• Administrative Support for the Senior Team: correspondence, schedule management, light personal assisting duties.
• Complete regular and special errands for the Senior Team.
• Manage and execute one-time and ongoing projects on an as-needed basis.

Qualifications & Personal Characteristics

• 3+ years of professional office experience, commensurate level of responsibility preferred.
• Bachelor's Degree or equivalent is encouraged but not required.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Effective, impeccable verbal and written communication skills.
• Establish and maintain positive working relationships with the office team, vendors, and consultants, demonstrating professionalism at all times.
• Work flexibly, proactively, and collaboratively, asking pertinent questions and meeting or exceeding goals, objectives, and deadlines.
• Demonstrate excellence in organizational skills, managing multiple concurrent projects with ease.
• Prioritize and assess situations to determine importance and urgency and make clear decisions accordingly.
• Delight in the details of the task at hand, taking pride in executing all projects with accuracy and precision.