Office Administrator

Office Administrator

AirQuest Environmental, Inc. (“AirQuest”), a growth-oriented environmental and industrial hygiene consulting firm, seeks an experienced and qualified Office Administrator. The successful candidate will be responsible for the efficient operation of our offices through administrative support to our technical teams. 

Responsibilities

• Supporting technical teams, manage administrative office operations, and handle client communications.
• Hands-on role in coordinating between teams, clients, and subcontractors
• Oversee administrative efficiency by continuously evaluating and improving processes to ensure smooth operations, timely task completion, and optimal use of resources
• Maintain calendar appointments (issue meeting invitations and resolve calendar conflicts across multiple calendars).
• Service clients, direct technical staff and subcontractors, prepare and review reports, and maintain client correspondence and satisfaction.
• Resolve administrative problems by coordinating the preparation of technical reports, analyzing data, and identifying solutions. Training will be provided with the technical aspects related to client services offered by AirQuest.
• Assist in making decisions regarding planning, organizing, and scheduling of work.
• Serves visitors by greeting, welcoming, and directing them appropriately.
• Maintains telecommunications system.
• Answering screening and forwarding incoming phone calls.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort daily mail and coordinate and prepare outgoing packages.
  
• Creates and revises systems and procedures for optimum efficiency.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform other clerical duties such as filing, photocopying, transcribing and faxing.
• Contributes to team effort by accomplishing related results as needed.
• Other administrative duties as necessary.

Skills

• Attention to detail
• Advanced MS Office® Skills
• Hands-on experience with office equipment (e.g. fax machines, scanners, printers)
• Advanced Adobe Acrobat Skills
• Experience with office management software such as Deltek Ajera or other similar office management software programs is highly desirable but not required
• Oral and written communication skills
• Must be able to read, understand, speak, and write proficiently in English
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Professionalism

Requirements

• Valid driver’s license
• Reliable means of transportation
• Ability to pass a background check
• Ability to pass a drug test
• 3 Years of qualified administrative experience
• Experienced with Microsoft Outlook, Excel, and Word

Benefits:

• 401(k) & 401(k) Roth
• 401(k) Company Match
• Health Insurance
• Vision & Dental
• Vacation/PTO
• Holidays: 7 Paid Holidays

Compensation

• Compensation based on relevant experience. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.