Office Administrator

Position Overview

The Office Administrator will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency and safety.  The Office Administrator is responsible for developing intra and inter-office communication protocols, streamlining administrative procedures, inventory control, office staff support and task delegation. 

Essential Job Functions/Duties:

• Develop and drive processes and staff to run an efficient office.
• Develop standards and promote activities to enhance operational procedures; Implement procedural and policy changes to improve operational efficiency as needed.
• Recruit and select staff.
• Coordinate Payroll and Human Resources processes.
• Liaison for Contract Coordination, IT, maintenance, mailing, shipping, supplies, equipment and errands.
• Coordinate with IT Consultant all office equipment, software, and cyber-security programs.
• Coordinate marketing and public relations activities.
• Manage relationships and with staff, customers, vendors, and service providers.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Manage the schedules, calendars and appointments for managers.
• Organize and schedule Company meetings and events.
• Partner with Controller and HR Consultant to maintain office policies as necessary.
• Coordinate staff activities to enhance morale and teamwork.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications.
• Review and approve office supply acquisitions.
• Maintain a safe working environment.
• Maintains accuracy and organization of the Shared Drive utilized by all staff members.
• Comply with the company policies and procedures.

Required Qualifications:

• Three years’ experience in office administration or other relevant experience.
• Proven office management experience.
• Attention to detail and effective problem-solving skills.
• Excellent written and verbal communication skills.
• Exceptional organizational and planning skills.
• Proficiency in Microsoft Office Suite.
• Capacity to analyze a problem from multiple perspectives and explore creative solutions.

• Ability to work well with others.
• Professional attitude and appearance.
• Valid Drivers’ license.

• A commitment to honesty, loyalty, and integrity in all areas.

Physical & Mental Demands and Working Conditions: Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Must be able to remain in a stationary position at least 50% of time.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc.
• Frequently communicates with co-workers and patients/clients in person and over the telephone to answer questions and provide assistance.
• Must be able to articulate concepts and ideas in a clear, concise and accurate manner.
• Must have the ability to assess problems and provide solutions and use good judgment.
• Occasionally will need to reach with hands and arms, lift up to 25 pounds, climb/balance, stoop/kneel/crouch/crawl and push/pull file cabinet drawers.
• Must be able to identify and assess information on computer screens and written reports and documentation and record accurate written and electronic messages and reports.
• Requires the ability to distinguish letters or symbols and eye/hand coordination.
• Position requires occasional (20%) travel to office and business locations to conduct business transactions. This involves exposure to weather conditions, traveling distances to and from buildings, and operating a vehicle.
• Requires the ability to distinguish letters or symbols and eye/hand coordination.
• Ability to Comply to the Company Drug and Alcohol Policy as a requirement of a position that could adversely affect the safety of others.

Note: We recognize that our people are our strength and the diverse talents they bring to our workforce are directly linked to our success. We are proud to be an equal opportunity employer. We celebrate diversity and are committed to improving upon an inclusive environment. In accordance with applicable law, we also make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs. This description is written as a guideline for what is generally expected of an employee in this job category. The description is not intended to be all encompassing or limiting in any manner.