Office Administrator

Description

Position Summary 

As the Office Administrator you will be responsible for ensuring the smooth operation of the office and providing vital administrative support to our janitorial cleaning services team. This role requires excellent organizational and multitasking abilities, as well as a customer service mindset to assist clients and visitors. You will also be responsible for ensuring the office complies with policies and safety regulations and plays a critical role in maintaining a productive and efficient office environment.  

Duties & Responsibilities 

General Administrative Support 

• Manage phone calls, emails, and general correspondence for the office. 

• Greet visitors and direct them to the appropriate departments or personnel. 

• Maintain a clean and organized office environment, ensuring office supplies and equipment are available and functional. 

Scheduling and Coordination 

• Assist with scheduling meetings, appointments, and company conferences. 

• Coordinate travel arrangements and accommodations for staff when required. 

• Organize and manage office events such as team meetings, celebrations, and other gatherings. 

• Maintain and organize office and leadership calendars 

Document Management 

• Create, maintain, and update filing systems, both digital and physical. 

• Prepare and distribute reports, presentations, and other company documents as needed. 

• Handle confidential and sensitive information with discretion. 

Office Operations 

• Monitor and manage inventory levels of office supplies, and order supplies as necessary. 

• Liaise with vendors for office maintenance, repairs, and other services. 

Clerical Tasks 

• Perform data entry and maintain internal records, spreadsheets, and databases. 

• Process incoming and outgoing mail, packages, and shipments. 

• Assist with basic accounting tasks such as processing invoices, managing expense reports, and reconciling petty cash.  

• Assist with administrative tasks for leadership (PowerPoint presentations, decks for customers as needed, etc.) 

• Provide general support to various departments ( HR, Finance, and Op’s) as needed 

• Help coordinate internal events or meetings 

Customer Service 

• Serve as the first point of contact for visitors, clients, and external parties. 

• Handle general inquiries and ensure prompt resolution or direct issues to the appropriate team members. 

Qualifications

Qualifications 

Education: 

• High school diploma or equivalent required; an associate’s degree in business or related field is a plus. 

Experience: 

• 2-3 years of proven experience in office administration or management required 

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. 

• Familiarity with basic accounting practices is preferred. 

Skills: 

• Strong organizational and time management skills. 

• Excellent communication and interpersonal skills. 

• Ability to multitask and prioritize tasks in a fast-paced environment. 

• Attention to detail and problem-solving skills. 

• Excellent written, verbal communication, and presentation skills. 

• Strong interpersonal skills and the ability to work cross-functionally. 

• Creative problem solver with a practical and logical approach. 

• Ability to handle confidential information with professionalism. 

• Proven ability to manage multiple priorities in a fast-paced environment. 

• Ability to work under tight time constraints and handle sensitive data. 

• Highly organized with the ability to prioritize and manage time efficiently. 

Physical Demands/Work Environment 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

Physical Demands & Required Training: 

• Frequent repetitive movement of hands and fingers, including typing and writing. 

• Occasional standing and walking. 

• Reaching with hands and arms. 

• Ability to talk and hear. 

• Must be able to lift to 40 pounds frequently. 

• Annual completion of professional development industry /job specific and approved by leadership. 

Benefits 

We offer comprehensive Medical, Dental, and Vision benefits, as well as a 401(k) plan.

Schedule

Monday to Friday: 8:30 AM to 5:00 PM, on-site (no hybrid options available)

Salary : $50,000 - $55,000