What are the responsibilities and job description for the Office Administrator position at Clipper Petroleum?
Position Summary:
As the Office Administrator, you’ll be the heartbeat of our office operations, ensuring everything flows efficiently and supporting our team in various ways. You’ll handle day-to-day administration, provide support to our management team, and foster a positive work environment. A key part of this role is managing the licensing for our convenience stores, ensuring each license is renewed on time to keep our stores compliant and operational. If you’re someone who thrives in a dynamic environment, is solutions-oriented, and can juggle multiple responsibilities, this role is for you!
What You’ll Do:
- License Renewal & Compliance: Renew and manage all necessary licenses for each of our convenience stores, including business, local alcohol, state alcohol, food, lottery, and tobacco licenses. Ensure timely application and renewal processes to prevent any disruptions in store operations. (This is the most critical responsibility of the role, especially at year-end when the majority of renewals are due.)
- Office Administration & Coordination: Oversee daily office operations, ensuring a smooth and organized work environment that allows our team to focus on what matters most.
- Guest Reception & Support: Welcome all visitors and guests, inform appropriate staff of their arrival, and assist with any immediate needs.
- Scheduling & Calendar Management: Manage calendars, schedule meetings, and coordinate appointments to keep our team’s workflow on track.
- Vendor & Office Accounts Management: Maintain relationships with office suppliers and manage accounts, including FedEx, Peach Pass, Staples, Amazon, Shred-It, and more.
- Event Planning: Organize and execute internal office events, meetings, and celebrations that bring our team together and maintain a positive culture.
- Employee Support & Onboarding: Welcome new team members and support current employees with any administrative needs, helping to foster an inclusive and supportive workplace.
- Expense Management: Monitor office budgets, manage expenses, and process invoices to maintain cost-effective office operations.
- Problem Solving & Process Improvement: Identify areas for improvement in office workflows and implement solutions to increase efficiency.
- Communication Hub: Act as the go-to point of contact for office inquiries, ensuring effective communication across teams and departments.
- Dog Lover Required: Must love dogs, as this role includes caring for our 1-4 friendly office dogs, ensuring they’re happy, comfortable, and part of the team!
What We’re Looking For:
- Proven experience as an Office Manager, Administrative Assistant, or in a similar role.
- Excellent organizational and multitasking skills with a proactive, problem-solving attitude.
- Strong written and verbal communication skills.
- Ability to manage budgets and handle financial tasks accurately.
- Proficiency in MS Office (Excel, Word, Outlook) and familiarity with office management tools.
- Notary certification is a plus or willingness to obtain it for licensing tasks.
