Description

Job Summary:

Functions as the assistant to the Administrative Supervisor at our Broadway location while playing a crucial role in supporting daily administrative tasks and ensuring smooth office operations for the firm's needs. The successful candidate will be responsible for providing administrative and maintenance support, coordinating administrative/office activities, while serving as backup to receptionist, and maintenance responsibilities. In this position, you will also be able to assist with employee relations and other special projects.

Supervisory Responsibilities:

• None. This candidate will report to the Administration Supervisor and Firm Operations Director.

Duties/Responsibilities:

• Assist with managing/ordering office supplies inventory.
• Assist with incoming and outgoing administrative support tickets.
• Assist with organizing and maintaining client box inventory.
• Assist with client projects, as requested by management.
• Maintain the schedule for conference rooms at the Broadway location.
• Assist in coordinating employee/company events, fundraising, and meetings.
• Perform basic bookkeeping/clerical tasks, such as deposits, expense and inventory tracking, statement reconciliation, supply billing, and dashboard updates.
•  Assist with all mailing/shipping support, including FedEx, UPS, and USPS, utilizing our FP Postage Machine and Fold/Insert Machine.
• Assist with backup to the front receptionist.
• Assist with backup to building maintenance support.
• Other duties as assigned by the Management.

Required Skills/Abilities:

• Must be dependable.
• Inner office confidentiality is key.
• Excellent organizational skills.
• Ability to multitask and prioritize tasks effectively.
• Strong verbal and written communication skills in the English language.
• Excellent interpersonal skills.
• Strong computer skills, including but not limited to Microsoft Office Suite (Excel, Word, Outlook, Teams, and Adobe PDF).
• Able to operate standard office equipment such as a postage machine, copier, printer, and scanner.

Education and Experience:

• High School Diploma or equivalent.
• Two (2) years of business administrative experience, preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift twenty-five pounds at times.
• Assist in moving light office furniture (tables, chairs, and shelving)
• Reasonable accommodation may be considered to enable individuals with disabilities to perform the essential functions.

Work Hours and Overtime:

• Standard office hours are 8:00 a.m. through 5:00 p.m. Monday – Friday.
• Overtime and alternate work hours must be approved by the supervisor/manager.
• Due to the nature of our business, additional/different hours may occasionally be required.
• This position is required to be onsite. No hybrid or remote options are available.

Travel Requirements:

• Out-of-town travel is not normally required for this position. However, in-town travel may be required to pick up supply orders or courier to clients, and/or office locations.
• Employee must have reliable transportation, a valid Oklahoma driver’s license, and insurance – to be produced upon request.

Other

This job description has been changed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required. Job responsibilities may change at any time during your employment, and you may be asked to work on special projects or assist in other departments. Your cooperation and assistance in performing such additional work is expected.

Qualifications