Office Administrator

General Summary:

The Administrative Assistant is the friendly organized face of the organization responsible for performing routine clerical and administrative functions from the front desk. This position is responsible for receiving, routing and responding to phone calls, trucks, packages, etc., while providing technician, project, human resource and executive support.

This position is full-time with benefits.

Primary Domains:

• Customer service
• Shipping and Receiving
• Coordinate office calendars
• Record storage / retrieval
• Office supplies inventory / purchasing
• HR Support

Secondary Domains

• Event planning
• Project Support
• Executive / Meeting Support

General Tasks, Duties, and Assignments

• Answer telephones and transfer as necessary
• Maintain office calendar to coordinate workflow, meetings, travel, and PTO
• Maintain confidentiality for clients, staff, and agency information
• Interact with clients, vendors, and visitors in the lobby and on the phone
• Plan company events, including scheduling, booking, shopping, set-up, and tear-down
• Open, sort, and distribute incoming correspondence, including email
• Sign for and distribute UPS, FedEx, Amazon or other delivered packages
• Prepare responses to correspondence containing routine inquiries
• Perform general clearance duties, including, but not limited to, copying, faxing, scanning, filing, mailing, shipping, and sorting
• File and retrieve organizational documents, records, and reports
• Set up and coordinate meetings and conferences
• Collect and maintain inventory of office equipment and supplies
• Research, price, and purchase supplies
• Coordinate service maintenance and repair of office equipment
• Support staff in assigned project-based work
• Review bid opportunities including proposal preparation
• Task management on specific software programs
• Assist in corporate communication on projects
• Perform duties as assigned by HR Manager
• Onboarding * Perform diversified duties as assigned

Technical Knowledge, Skills, & Abilities Must exhibit:

• Organizational, prioritization, and problem-solving skills
• Verbal and written communication skills
• Computer, internet, and software knowledge and skills
• Basic research, analysis, report development, and documentation skills
• Basic sourcing, purchasing, and record-keeping knowledge

Personnel in this position must also demonstrate knowledge and skills in:

* Procore (training will be made available)

• Office 365 products, especially Word, Excel, and Outlook
• Staples Advantage website for office supplies
• Company credit card usage
• Office equipment usage (copy, fax, scan, email, and multi-line phone)

Important Attributes

• Collaborating by working effectively with diverse people in a variety of settings utilizing conflict management and problem solving
• Displaying professionalism, loyalty, and respect to our stakeholders by providing quality service and equipment, communicating effectively, working calmly under pressure, and maintaining an appropriate appearance
• Showing dependability by following through on commitments
• Including safety in every aspect of our work. No job is more important than our people, customers, and partners
• Adapting to meet the ever-changing demands of the customer
• Exhibiting urgency and initiative in how we treat our projects and stakeholders
• Demonstrating organizational skills by taking disorganized work and rearranging into efficient services

Education:

• Required — High School Diploma / GED
• Preferred — Associates of Applied Science in business administration or any combination of education with 2 years 'work experience in an administrative position.'