Office Administrator

Company Mission Statement: To build up our communities, our clients, and each other by building trust in everything we do.

Summary/Objective: Promotes the company mission statement by supporting the Corporate Office in providing multi-faceted administrative support and assistance to ensure effective use of Leadership's time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Assists with the administration, organization, and maintenance of the corporate office. Executes various tasks and duties assigned by the Events & Office Manager and Senior Leadership.

Essential Functions:

Reception

• Welcome arrivals to the office. Greet visitors and provide hospitality.
• Answer phones, transfer calls, and communicate pertinent information in a timely matter. 
• Receive and open packages. Deliver and route mail accordingly.
• Manage both personal and receptionist email accounts.
• Manage and update appropriate directories and databases.
• Order, pickup, and setup lunches for office meeting.
• Maintain sufficient level of office supplies and snacks.
• Assist Staff with any in-office needs.
• Various tasks and duties assigned by Events & Office Manager. 

Accounting

• Record checks. Complete deposits. Scan and notify parties. Interact with bank.
• Scan and organize bank statements. Shred documents as directed from accounting.
• Coordinate with new employees to provide company AMEX and executed policy form.
• Coordinate with new and existing employees to provide other various credit cards.

Executive Support

• Execute various administrative tasks, errands, scheduling appointments/meetings.
• Preserve the confidentiality of privileged company communications and documentation.
• Assist with follow-up action items as directed.

Office Maintenance

• Maintain building maintenance needs, schedule repairs and ensure proper completion.
• Maintain Property Management (organize files for vendors, service providers, office mechanical equipment and elevator, tenant relations and financial records).
  
• Maintain “Emergency Contact List” – ‘what to do in case of emergency’ information.
• Other duties as assigned.

Event & Office Manager Support

• Assist Event & Office Manager with in-office and out of office events.
• Assist and execute office Lunch and Learns and various lunch meetings.
• Assist with various administrative tasks, including data entry and document completion while maintaining confidentiality.
• Various tasks and duties assigned by Events and Office Manager.

Competencies:

• Demonstrate flexibility and accept change often. 
• Experience with MS Suite with proficiency in MS Excel.
• Must be detail oriented. 
• Prioritize multiple tasks and meet deadlines consistently. 
• A positive “Can Do” attitude.
• Read and understand people and their intentions. 
• Build relationships with teammates, business partners and guests.

Supervisory Responsibilities: None.

Work Environment: Typical business office hours (Mon-Friday, 8 a.m. - 5 p.m.) 80% sitting, 20% standing or walking. May require coming into the office early or staying late from time to time.  

Physical Demands: Typically, the employee may sit comfortably to perform the work. No special physical demands are required but usually involves prolonged periods of sitting at a desk and working at a computer. There may be some walking, standing, bending, and carrying of light items such as papers, books, small parts, driving an automobile, etc. While this work typically is not physically demanding, it can be mentally demanding, with many deadlines needing to be met consistently.

Travel Required: Minimal but may be required from time to time for errands, construction job site visits, or company events. Occasional errands or attendance at company meetings may be needed. Employee will have access to the company flex vehicle if available.

Education and Experience:

• High School Diploma or equivalent.
• One to two years administrative experience.
  
• Knowledge of construction a plus. 

Additional Eligibility Requirements: None.

Work Authorization/Security Clearance Requirements: Authorized to work in the United States.

Benefits:

• Comprehensive health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and holidays.
• Professional development opportunities.

Affirmative Action/EEO statement: Harper provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Harper complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.