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Office Administrator
3 months ago
Office Management:
- Track levels and reorder office supplies, stationery, and equipment monthly.
- Input signin sheet records daily.
- Generate weekly timesheets and review for missing staff.
- Coordinate with cleaning staff to water plants biweekly.
- Download and manage CERTN invoices monthly.
- Keep the reception desk clean and organized weekly.
- Make signs for the office as needed.
- Manage the office directory and forward forms for building access cards.
- Contact and coordinate with the property manager for repairs and other issues.
- Maintain tools and perform minor repairs around the office.
- Create and manage a Q&A site on TAAD's internal site for common questions and issues.
- Manage the placement of new desks and extension cords for safety and comfort.
Marketing and Communications:
- Conduct market research on potential clients and draft and proofread proposals.
- Participate in discussions on marketing materials and draft content for management approval.
- Create and order marketing materials and supplies.
Audit Support:
- Manage background checks for new clients.
- Initiate digital confirmations and download bills as needed.
- Draft engagement letters and check on independence prior to acceptance.
IT Support:
- Label and track laptops, chargers, and other IT equipment.
- Order monitors and manage licenses for engagement and access software.
- Create accounts for employees prior to onboarding and store common passwords.
- Assist team members with IT questions and keep the IT room organized.
- Manage Dropbox family accounts and check on servers after power outages.
HR Support:
- Check resumes and provide them to
- Manage PTO/sick requests and ensure staff meal breaks comply with company policy.
- Update semiannual forms and gather signatures from team members.
- Create workflows to automate new hire processes.
Training Coordination:
- Assist in creating customized templates and organize the research folder for staff use.
- Track progress and motivate the team to pursue CPA licensure.
- Coordinate mentors for new hires and create training schedules and materials.
Food and Kitchen Management:
- Create dinner menus for busy periods and arrange pickups or staff assignments.
- Manage food orders for special events and maintain a stock of snacks and drinks.
- Organize kitchen supplies and periodically clean the ice machine.
- Manage coffee pod orders and handle weekly disposal of leftovers and expired items.
Event Coordination and Office Culture:
- Manage monthly birthday cake orders and coordinate various office events, including
- Annual CNY dinner
- March Madness pool
- Filing day celebrations
- Summer trip and beach party
- Halloween costume competition
- Thanksgiving and Christmas events
- Biweekly badminton and occasional movie nights
- Maintain recreational areas like vacuuming/cleaning the pool table biweekly.
Requirements:
- Excellent organizational and time management skills.
- Strong attention to detail.
- Ability to multitask and prioritize tasks effectively.
- Proficiency in Microsoft Office and troubleshooting simple computer issues.
