Office Administrator

• Position Reports To: VP of People Strategy
• Positions Supervised: None

General Position Summary

The Office Administrator is responsible for managing and overseeing the daily operations of an office, ensuring that everything runs smoothly. This role involves a variety of tasks, including clerical duties, office management, coordinating communications, maintaining records, and assisting with other administrative responsibilities. The Office Administrator also plays a key role in ensuring the office environment is stocked with food and supplies, and keeping the office clean and organized.

Essential Functions and Responsibilities

• Provide general administrative support to the team, management, and other departments.
• Organize and schedule appointments, meetings, and travel arrangements.
• Handle incoming and outgoing mail and packages.
• Prepare, edit, and file documents, reports, and presentations.
• Maintain office supplies inventory, order supplies, and keep track of usage.
• Oversee the maintenance of office equipment and furniture.
• Ensure the office is clean, organized, and welcoming for visitors.
• Stock kitchen areas with food, snacks, beverages, and necessary supplies for staff and visitors.
• Ensure that the kitchen and break areas are always fully stocked and tidy.
• Manage food orders, track expiration dates, and make sure the office pantry is well-maintained.
• Answer and direct phone calls, emails, and other inquiries.
• Manage office communications, ensuring effective and timely responses.
• Coordinate meetings, events, and appointments for staff and management.
• Greet visitors, clients, and suppliers and direct them appropriately.
• Handle customer inquiries and resolve issues promptly.
• Assist with basic bookkeeping tasks, such as invoicing, managing receipts, and handling petty cash.
• Coordinate with cleaning services or vendors for more extensive office cleaning.
• Assist with special projects as needed.

WORKING REQUIREMENTS/CONDITIONS

• Education/Certification: High school diploma or equivalent.
• Required Knowledge: Customer Service: Ability to professionally interact with visitors, clients, and employees.
• Time Management: Effectively manage multiple tasks, such as receptionist duties and administrative responsibilities, simultaneously.
• Adaptability: Flexible in performing a variety of tasks across both receptionist and administrative functions.
• Problem-Solving: Ability to address inquiries and resolve issues efficiently.
• Experience Required: Previous experience in receptionist or administrative roles.
• Skills/Abilities: Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Customer service orientation with a friendly, approachable demeanor.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

• Finger dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• Talking: Especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Average Hearing: Able to hear average or normal conversations and receive ordinary information.
• Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.
• Physical Strength: Sedentary work. Sitting most of the time. Exerts up to 10 lbs. of force occasionally.
• Driving: Clean driving record and ability to meet Win Brands driving safety standards.
• Ability to operate vehicles safely and follow all traffic laws and safety protocols.

WORKING CONDITIONS

• Office Setting: Typically works in a professional office environment, which includes standard office furniture, lighting, and temperature control. The workspace may include desks, computers, and other office equipment necessary for daily tasks.
• Noise Level: Generally moderate noise level in an office environment, with occasional noise from nearby teams or colleagues. Some PS activities may involve meetings, presentations, or group discussions.
• Work Schedule: Regular full-time office hours (Monday – Friday, 8-hour shifts, minus lunch time). Overtime may be required during peak hiring seasons, events, or special projects.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included are the minimal standards required to perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.