Office Administrator, Vitacorps

Corvias is hosting these job listings for its delivery partner, Vitacorps, to support hiring best-in-class team members who will be strengthening the health, quality of life and readiness of our service members and their families.

Who We Are

Vitacorps provides expertise and in-field experience to deliver holistic solutions for improving indoor living conditions in residential environments. Backed by over a decade of research, Vitacorps is dedicated to improving the health, quality of life and readiness of our Armed Forces. Our evidence-based, comprehensive 7-step program is engineered to improve and sustain indoor air, water, and light quality to certifiable health standards and guidelines.

How You'll Contribute to the Team:

The Office Administrator provides administrative support to the on-site leadership team allowing leaders to optimize their time to focus on key priorities. This role is also responsible for providing responsive, high-quality support for the day-to-day operations of the local program office and requires strong organizational, communication, and customer service skills. The ability to prioritize workload to align with business objectives and to identify ways to improve operational efficiency is at the forefront of this role.

Primary Responsibilities Include:

• Execute a broad variety of administrative tasks to ensure the supported leaders are managing their time to maximum efficiency, including managing active and dynamically changing calendars with an understanding of what is important/priority, scheduling and coordinating meetings, arranging travel plans and other general administrative functions.
• Manage office logistics and support day-to-day office operations and procedures including coordinating base access passes; serve as key point of contact for office vendors, monitor and maintain inventory of office supplies and ensure proper maintenance of office equipment; keep kitchen area stocked and clean.
• Maintain awareness of company happenings and priorities to anticipate needs and prioritize multiple concurrent assignments.
• Work collaboratively with colleagues across property operations and services groups.
• Maintain records and process expense reports, invoices and any other requests for payment or reimbursement.
• Collect, track and distribute all reports as required by leadership in a timely manner ensuring data integrity.
• Coordinate, prepare, and review ad hoc and regularly scheduled reports; ensure all requisite information is accurate and available within required timeframes.
• Maintain confidential electronic files and records; safeguard the integrity of confidential information and conversations.
• Prepare for meetings by developing the agenda, taking minutes, assisting with document production, distributing materials, and making necessary logistical arrangements.
• Professionally answer incoming resident calls and ensure all calls are handled/directed accordingly.
• Support the planning and execution of employee and resident events, including creating and disseminating communications to market the event.
• Coordinate new hire orientation.
• Other duties as assigned

Role Specific Requirements Include:

• Associates degree preferred or equivalent experience.
• 3 years’ experience providing administrative support to multiple business leaders required.
• Previous experience in an office management role preferred.
• Flexible attitude with respect to work assignments; proven ability to manage multiple and competing priorities and projects in a dynamic environment.
• Must be independent, self-motivated and possess a positive attitude, operating well in a team environment that is focused on collaboration, accountability, and tight deadlines.
• Ability to take personal responsibility for the quality and timeliness of work and achieve results with little oversight.
• Ability to communicate effectively both verbally and in writing with all levels of the organization as well as with residents, partners, and vendors.
• Demonstrated ability to work cross-functionally and build relationships at all levels inside and outside the organization.
• Strong customer-service orientation; desire to consistently deliver great service to internal customers and residents.
• Analytical mindset with advanced proficiency in Microsoft Office suite; administrative experience managing communication and productivity tools such as Microsoft Teams and SharePoint.
• Valid driver’s license and use of personal vehicle required.

Competencies:

Organizational Awareness - Contributes to the organization by understanding and aligning actions with the organization's goals, core functions, needs, and values.

Customer Focus - Prioritizes and takes action on the needs of both internal and external customers. Designs and delivers products and services with the customer experience top of mind.

Planning and Results Orientation - Invests time in upfront planning to achieve organizational goals and objectives while meeting quality standards, following the appropriate processes, and demonstrating continuous commitment.

Communication - Effectively and appropriately interacts with others to build relationships, influence others, and facilitate the sharing of ideas and information. Uses tact and diplomacy to navigate difficult situations. Relays key messages by creating a compelling story, targeted to specific audiences.

Resilience - Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.

Emotional Intelligence - Demonstrates self-awareness in identifying their emotions and regulating their behavior. Seeks to understand and empathize with others’ emotions, needs, and perspectives to guide their interactions.

Exceptional Benefits for Exceptional Team Members

The salary range for this position is estimated to be $29.00 to $36.00 per hour, depending on experience, skills, qualifications, and work location.

As a company striving to be the best place to work, we want to ensure an environment of collaboration, inclusion and learning exists throughout all teams, locations and divisions. To support our team members, we offer a benefits package that is generous and flexible enough to meet you where you are today and tomorrow.

Vitacorps employees are eligible for:

• A choice between two benefit-rich medical, dental and vision plans
• 401(k) with immediate 100% vesting and up to a 4% contribution match
• Generous paid time off that increases throughout your career
• 12 paid holidays
• Paid time off to volunteer
• 100% paid life and AD&D insurance
• Company paid short-term and long-term disability coverage
• Parental Leave
• Military Leave
• Flexible Spending Accounts (Health and Dependent Care)
• Complimentary Employee Assistance Program
• Tuition reimbursement to support growth and development

Equal Opportunity Employer/Veterans/Disabled

Vitacorps, LLC (the “Company”) does not discriminate in employment or applications for employment based on an applicant’s sex, race, color, religion, sexual orientation, national origin, ancestry, service in the armed forces of the United States, disability, or any other protected classification as outlined by Federal, State or local laws

Learn more about our Equal Employment Opportunity program by viewing our poster “Know Your Rights”.

Learn more about Vitacorps’ External Recruiting Policy.

Learn more about Pay Transparency.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)