What are the responsibilities and job description for the Office Administrator position at 123 Exteriors?
Job Description
Job Description
Description :
The Office Administrator plays a crucial role in maintaining daily office operations, providing essential support to the team, and ensuring efficient workflow within the organization. This role handles a variety of administrative duties, from managing communications and scheduling to maintaining records and coordinating office resources. The ideal candidate is highly organized, detail oriented, and capable of handling multiple tasks in a dynamic work environment.
The Office Administrator will be held to a standard involving KPI's including :
1) Cycle time for new job check in
2) Error rate for job check in
3) Sales Rep Marketing Request Fulfillment
4)On site sales support related to onboarding / offboarding
Part time schedule desired M-F 8 : 30a-1 : 30pm or comparable hours within 8a-5pm
Key Responsibilities
- Handle incoming and outgoing communications, including phone calls, emails, and mail distribution.
- Process jobs and daily use of CRM as needed
- Support onsite sales team including weekly meetings with Sales Managers, marketing fulfillment requests and direct onboarding support for new hires
- Organize and maintain office files, records, and documents to ensure easy access and confidentiality.
- Manage schedules for team members, coordinate meetings, and book conference rooms or virtual meeting links.
- Assist in the planning and coordination of internal events, team meetings, and training sessions.
- Maintain a shared calendar, keeping track of appointments, deadlines, and key dates.
- Prepare documents, reports, and presentations, ensuring accuracy and adherence to company formatting guidelines.
- Perform data entry tasks, ensuring data is accurate, complete, and up to date across various platforms.
- Assist in drafting and proofreading internal and external communications.
- Office and Inventory Management :
- Oversee office supplies, manage inventory, and coordinate with vendors for restocking and maintenance as needed.
- Track and manage office related expenses, processing purchase orders and invoices.
- Administrative Support to Departments :
- Provide administrative assistance to specific departments as needed, including project support and coordinating resources.
- Act as a liaison for internal departments, facilitating communication and maintaining workflow efficiency.
- Additional Duties as Assigned
Requirements : Qualifications