Office Admin

The office administrator is responsible for managing and coordinating office operations and procedures, in order to ensure organizational effectiveness, efficiency, and safety. Provide office support to managers, office staff and all other employees as duties allow.

General

·        Adhere to all company policies, processes, procedures, rules and regulations at all times

·        Answer, field, screen and direct a high volume of telephone calls to appropriate department/person

·        Provide administrative support to executives and other staff as needed.

·        Be responsible for all mail, express services – in and out of the office

·        Oversee office facilities, including maintenance, supplies, and equipment.

·        Develop and implement office policies and procedures to enhance efficiency and productivity.

·        Manage calendars, appointments, and travel arrangements for senior management.

·        Prepare and distribute correspondence, reports, and presentations.

·        Serve as a point of contact for internal and external stakeholders.

·        Manage incoming and outgoing communications, including phone calls, emails, and mail.

·        Coordinate meetings, conferences, and events, including logistics and scheduling.

·        Greet visitors in a calm, courteous and professional demeanor at all times; maintain a positive attitude with all internal staff and external contacts

·        Have a well-groomed, professional appearance with a positive attitude; be dependable and respect confidentiality

·        Keep the reception area and kitchen/coffee areas clean, orderly and professional; keep desk clear of documents that may be visible to visitors

·        Operate and maintain all varieties of business office machines

·        Maintain and organize physical and electronic filing systems.

·        Ensure accuracy and confidentiality of records, including sensitive information.

·        Retrieve and provide information as needed to support operations and decision-making.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION, TRAINING, CERTIFICATION AND EXPERIENCE:

• Skills in; 1) Maintaining Confidentiality; 2)Planning and Organization; 3) Problem Solving

• Proven experience in office administration or relevant administrative roles.

• Strong organizational and multitasking skills, with attention to detail.

• Excellent communication and interpersonal abilities.

• Proficiency in Microsoft Office Suite and other relevant software.

• Knowledge of office management procedures and best practices.

• Ability to prioritize tasks and work effectively under pressure.

• Problem-solving skills and ability to adapt to changing priorities.

• Familiarity with HR and financial processes is a plus.

OTHER REQUIREMENTS:

·        Able to reliably travel to the place of work

·        Able to work extended hours on occasion when required

·        Must have a clean, neat and professional appearance; project a positive, ethical image of the Company

·        Must provide valid name and number for emergency contact

·        No outstanding warrants for arrest

·        Since this Level can lead to a higher position, education in business and financial training may be part of the curriculum for this position

·        US Citizen