Office Administrator

Job purpose

The Office Administrator is often the first representative of Tryon Distributing for customers, vendors, employees, and suppliers who is seen or heard. The Office Administrator is also responsible for the corporate office’s cleaning, ordering supplies and setting up gatherings whether it is for sales, suppliers or employees.

Supervisory Responsibilities

• Oversee the outside vendor in charge of office cleaning. They will verify that the cleaning is done in a timely manner and within the standards set for the cleaner. They will oversee hiring and firing of the office cleaner. This includes finding, interviewing, recommending and setting standards for the hired cleaning company.
• Quoting, ordering and maintaining supplies for the corporate office. This includes Kitchen, Food Pantry, Bathroom, and Office supplies.
• Oversee the coffee supplier and vending machine company. They will oversee hiring and firing of the vending company and coffee supplier. This includes finding, interviewing, recommending and setting standards for the hired company.

Duties and Responsibilities

• Answer all incoming phone calls and direct them to the appropriate person. Take messages if needed and email to the correct person.
• Securely direct people that come to the door where they need to go and welcome them as a representative of Tryon Distributing.
• Notify the Director of Operations of any security issues.
• Retrieve and distribute the mail daily.
• Scheduling both conference rooms for meetings and events. This includes light cleaning before and after the meeting or event, ordering food or supplies if needed, setting up, and breaking down.
• Assisting during a meeting or events with coffee service or food delivery as needed when scheduled.
• Maintaining supplies for the corporate office. They will need to be able to get quotes for more common use items, maintain a certain level of all supplies, know which vendors order from, keep a vendor and supply list, and communicate when items need to be sourced.
• Maintain office decorations. This includes putting decorations up/down for each holiday and ordering new decorations as needed.
• Maintain the supply closet so that it is clean, organized and stocked.
• Maintain both kitchens (office and warehouse). This includes verifying the cleaning company has cleaned per the standards set for them, maintaining the food pantry, coffee supplies and kitchen supplies (that include paper towels, kitchen utensils, dish soap, hand soap, etc). This also includes cleaning out the refrigerator once a week.
• Assisting with office events including parties and gatherings. This includes ideas, set up, ordering supplies, and breaking down.
• Responsible for providing their own replacement for times when they are on PTO (Paid Time Off).

Qualifications

Knowledge, Skills, and Abilities

• Exemplary team participation.
• Excellent ability to follow procedures and directions.
• Highly proficient in following budgets and maintaining excellent records
• Excellent written and oral communication skills.

Education and Experience

• High School diploma or GED required.
• Three years or more experience in Office Administration.

Working conditions

• Typical office 
• Mostly indoor office environment
• Noise from routine office equipment and some warehouse equipment/vehicle noise
• Frequent interruptions

Physical requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds, occasionally.