Office Administrator

Job Summary: The Office Administrator is responsible for the daily operations and flow of the main office of Relax & Company at 6 Main Street, Newport. This position works closely with the senior management team to ensure managers and employees within the office are productive, supported, and focused. Being a smaller office environment, this position must assist in keeping conversations within the office confidential, discreet, and professional at all times. This position reports directly to the President.

Primary Duties: 

• Answers telephone calls and emails from clients and directs them to the relevant department. 
• Welcomes and directs visitors and clients to the main office. Ensures members of the team are not interrupted by visitors, unnecessarily. 
• Develops and maintains a filing system.
• Retrieves information as requested from records, emails, minutes, and other related documents; prepares written summaries of data when needed.
• Coordinates the assignment and delivery of uniforms for new employees.
• Assists department managers with spreadsheet management.
• Works with Hardlines Project Manager on special project management.
• Assists the Owner in calendar management by managing meeting times. 
• Coordinates and schedules travel, meetings, and appointments for the ownership and senior team.
• Manages on-call schedule for all departments.
• Prepares agendas and schedules for meetings. Coordinates refreshments, presentation hardware, meeting place, and notification to attendees of the meeting.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment. Including monitoring instant ink account for printers.
  1. Maintains stock for office refrigerator.
• Maintains a system for recording expenses and the use of petty cash.
• Coordinates the cleanliness and maintenance of the main office at 6 Main Street, Newport.
• Performs other related duties as assigned.

Skills: 

• Must be proficient using Google Suite, including email, sheets docs, and drive.
• Excellent verbal and written communication skills.
• A team player with a positive attitude and the ability to work independently.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills, time management, ability to prioritize tasks,   and a high attention to detail.
• Strong attention to detail and accuracy in handling financial and project data.
• Thorough understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to maintain a high level of confidentiality.
• Ability to work independently and as part of a team.

Education: 

• High school diploma required: An Associate’s degree in business administration or a related field is preferred.

Experience: 

• No less than five years of experience in a similar role, working directly with a senior management team.

Physical Requirements: 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.