Office Administrator

Job Title : Office Administrator

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Department : Administration and Operations

Reports To : Director of Administration and Operations

FLSA : Non-Exempt

GRADE : 7

Salary : $58,921.69 - $70,706.03

Position Summary

The primary responsibility of the Office Administrator position is to provide support for administrative and operational office management tasks.

The Office Administrator will provide exceptional customer service to internal and external clients as well as serve as a point of contact for requests for maintenance services, office supplies, and general office operations.

Essential Responsibilities

• Manage office operations, ensuring smooth and efficient flow of office processes.
• Provide exceptional customer service via phone and in person to current staff, visitors, and vendors.
• Perform everyday office administrative tasks such as office supply orders and inventory management, phone / e-mail monitoring and prioritization, filing / organizing, etc.

Overall responsibility for mail, ensure timely entry of mail and calls into the in-house contact management system.

• Manage and maintain office services : cleaning services, AC, coffee & water machine, mail, courier deliveries, watering plants, and tasks as needed.
• Responsible for the office reservation system.
• Take ownership of maintaining a comfortable, safe, and productive physical work environment by keeping common areas clean.
• Supports onboarding of new employees and acts as liaison to internal departments for new employees including but not limited to guiding new hires for badge pick up, office tours, and assisting new hires with common office equipment, protocols, and resources.
• Assist in the coordination of assigned projects and special events.
• Provide support in the implementation of electronic signature and documentation management system.
• Assist in maintaining up-to-date office emergency and safety procedures.

Other Responsibilities and Duties

Help with special projects as assigned and needed.

Required Education, Experience, and Skills (unless otherwise noted)

• Associate degree and 2 plus years of demonstrated related professional office-based experience.
• Proficient use of office technology with working knowledge and demonstrated experience of MS Office 365 applications such as Excel, Word, SharePoint, Teams, Outlook.
• Very good time management and organization skills and the ability to prioritize work.
• Very good interpersonal communication skills and sound judgment skills.
• Ability to write clear, concise, and effective forms of communication.
• Professional, calm demeanor.
• Customer service oriented and ability to work with complex issues.
• Ability to pay attention to small details and deliver work with accuracy.
• Ability to work both independently and as part of a team and demonstrate support of needs of staff.
• Ability and willingness to occasionally travel.
• Ability and willingness to maintain confidentiality at every level.
• Ability to maintain confidential and highly sensitive information.
• Ability to problem-solve issues that arise in the scope of office maintenance.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating.

At management’s discretion, the employee may be assigned different or additional duties from time to time.

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