Office Administrator

Job Description

Job Description

PURPOSE OF POSITION :

The Office Administrator will be responsible for executing administrative tasks required for the operations of the organization. This role requires a highly organized, detail-oriented individual with excellent communication skills. An emphasis on documenting and following well-considered policies and procedures is critical. The position must be committed to supporting staff and solve problems with a customer-service mentality.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES :

1. Serve as the point of contact with vendors (i.e., Human Resources support, technology services, A / V, copy & print, etc.) for service and maintenance issues. Review monthly invoices and paid subscription licenses.

2. Handle inquiries from employees on operations related issues including IT, human resources, and facilities to either resolve or escalate to internal leadership or outsourced resources.

3. Coordinate with vendors for all employee trainings including but not limited to information security, hardware, software, and harassment prevention.

4. Execute human resources activities including job postings, coordinating with hiring managers, onboarding, and offboarding.

5. Develop and maintain filing system (paper and electronic) for HR records, policies, and employee development plans.

6. Maintain inventory of IT equipment (e.g., laptops, iPads, monitors, accessories), deploy equipment to newly hired employees, and handle equipment requests from employees.

7. Assist in planning and executing both in-house or off-site employee-related events.

8. Provide support for Leadership Development programs and activities.

9. Assist in the preparation of regularly scheduled reports.

10. Implement and maintain office procedures and policies.

OTHER DUTIES AND RESPONSIBILITIES :

1. Attend / work a variety of Chamber events and represent the organization as needed at business and community programs / events.

2. Maintain ongoing relationships with member companies as potential vendors.

3. Represent the Chamber with professionalism and integrity.

4. Actively participate in diversity, equity, and inclusion training in order to advance along one’s own journey of inclusion and acceptance.

5. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES :

None.

FISCAL RESPONSIBILITY :

Expenditures require approval of senior management. Responsible for oversight of outsourced service contracts including review of invoices for accuracy. Supports SVP of Operations in development of operations budget.

QUALIFICATIONS :

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The requirements listed should be representative of the knowledge, skill and / or ability required.

Education and related work experience

1. Associate’s or bachelor’s degree preferred; and three years of proven experience as an office manager, administrative assistant, or related operations role.

Certifications, Licenses, Designations

Valid Driver’s License

Other Skills and Qualifications

1. Willingness and ability to work flexible hours, include evenings, early mornings and weekends.

2. Proficiency in Microsoft Office Suite.

3. Experience working with and overseeing multiple vendors and contractors.

4. Strong time management skills and ability to multitask and prioritize work.

5. Excellent attention to detail and problem-solving skills.

6. Ability to effectively collaborate with a diverse group of partners and stakeholders.

7. Strong written, verbal communication and customer service skills.

8. Must be a team player an self-starter capable of working with limited supervision.

9. Ability to drive and / or provide own transportation to various locations around the city on a regular basis.

Physical Demands

1. Typical office environment.

2. Requires long periods of sitting in meetings and standing at Chamber functions.