OFFICE ADMINISTRATOR

OFFICE, IT & MARKETING ADMINISTRATOR Job Description Reports directly to Business Manager. This role’s primary responsibilities are Office Administration, IT Support,  Marketing and Social Media  Administrator Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.   Office Administration :   Answer / screen all office telephone calls and coordinate conference calls when needed.   Compose and type routine correspondence. Such as holiday office closure, employees’ birthdays, etc.   Manage Executive’s agenda including coordinating meetings and telephone calls, prioritizing schedule according to the Executive’s preferences and business requirements, preparing agendas, preparing / reserving facilities and recording, transcribing, and publishing meeting minutes, coordinate attendance at conferences and at social events, manage dinner / lunch reservations.   Plans and organizes all executive and / or office events.   Prepare conference room with all the supplies and beverages for all meetings.   Coordinate travels : coordinate domestic and international travels. Prepare expense reports for accounting as applicable.   Process all mail, and respective distribution.   Updating and filling of all office and overhead related documents, contracts, etc.   Serve as liaison to vendors. Vet all vendors and subcontractors. Create vendors in the system with all necessary documents and contacts information.   Responsible for maintaining vendors database up to date, including insurances and other company requirements   Assist Accounting Department with Waivers / Releases / SSOA as needed.   Understand company insurance policies.   Purchase office supplies as required.   Order and maintain a stock of company’s logo items. Maintains a clean office environment.   Maintain and protect operations by keeping information confidential.   New Hires   Reports and coordinates with HR Department.   Responsible for creating access to company databases and systems. Responsible for onboarding new employees .   Responsible for ordering business cards as needed.   Train employees on company systems. IT Responsibilities   Create, manage and / or assist with production of Development events, social media, and web site : Assist and support for incoming queries and issues related to computer systems, software, and hardware.   Create presentations using PowerPoint or other Microsoft Office products, in support of executive meetings and presentations.   Responsible for ordering, maintaining, and setting up laptops and tablets.   Provide continuous training to all employees on company systems.   Essential Duties and Responsibilities – Marketing Administrator : The Marketing Administrator will p roduce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.   Social Media Management : Manage each social profile of the company. Create relevant content to help develop online brand positioning presence. Must take pictures and / or videos of the evolution of each project once a week and update the platforms, accordingly.   Online Correspondence : Silva's customers and suppliers will be sent updates on existing works and any major developments. A comprehensive database segmented by customer type should be created to direct messages to the appropriate parties.   Branding : Will be required to prepare orders for the company's branding materials. Handle and manage quantities and coordinate with the Project Managers so that the orders are adjusted to the needs of each project. This includes ordering T-shirts, pens, USBs, brochures, presentations, helmets, project signs, and any other resources required by the company.   Web Site Management : Keep the site updated with new projects, new hires, and provide information on important events and meetings where the company participates.   Audiovisual Resources : Must update the roster of subcontractors that develop audiovisual content with their respective prices per project. Shall coordinate to take a video or timelapse of a project per month to be used as an advertising resource in social networks, emails, and website.   Office Image Care : Shall ensure that Silva employees are wearing company provided uniforms, also encourage the entire company to share marketing material on their networks when applicable. Keep naming and filing system per company guidelines and standards.   Meetings : Attending all required meetings as requested by Management to take notes of important issues or concerns. Issue meeting minutes in the system by no later than the following day to all present.   Order and maintain a stock of company’s logo items.   Powered by JazzHR