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Office Administrator

4 months ago

Scottsdale, United States GTN Technical Staffing and Consulting Full time

Office Administrator


HIGHLIGHTS

Location: Scottsdale, AZ 85251

Position Type: Contract to hire

Hourly / Salary: Based on experience

Residency Status: US Citizen or Green Card Holder ONLY


Job Description:

Our client has an exciting opportunity for an Office Administrator to join our US headquarters in Scottsdale, AZ. They will undertake administrative tasks related to the daily operations of our business, ensuring the rest of the staff has adequate support to work efficiently.


Front Office and Receptionist Duties

​​​

  • Greet and welcome guests in a friendly manner
  • Sort mail and packages
  • Arrange meeting logistics, including regular conference room maintenance and ordering meals
  • Create door badges and request parking access for employees
  • Liaison to IT to ensure all office technology is in working order; order and manage iPhone and iPad inventory
  • Ordering and organizing office supplies, equipment, and ensuring that necessary materials are available to staff.
  • Facilities liaison: procure as needed and communicate with all 3rd party vendors (handyman, electrician, building management, etc.)
  • Overseeing office facilities, including maintenance, repairs, and ensuring a safe and comfortable working environment; ensure the office and breakroom/kitchen remain in an orderly fashion, organizing on a regular basis; restock beverage refreshments, snacks, and kitchen supplies as needed
  • Supporting in planning and executing organization events and activities (Holiday party, Family Day, Quarterly office engagement events, etc.

​​​​​​

Administrative Support:

  • Providing general administrative support to the office, such as assembly of mailings, data entry, internet research, team dinner/event bookings.
  • Communication: Distributing internal and external communications, including memos, notices, and announcements.
  • Travel Arrangements: Making travel arrangements for executives, including booking flights, accommodations, and transportation.
  • Calendar management: resolve scheduling conflicts for executives; work with other admins to coordinate internal and external meetings
  • Invoice processing, including raising office-related PO’s (Purchase Order)
  • Support with the employee onboarding process
  • Ad-hoc duties or project involvement upon assignment


Finance Support: ​

  • Scanning, coding, and depositing checks
  • Processing Sales tax certificates
  • Invoices review


Required:

  • High proficiency in MS Office (Word, Excel) or Google Suite (Docs, Sheets, Slides), with an aptitude to learn in-house programs
  • Tech savvy to manage and troubleshoot office equipment, such as printers, scanners, monitors, HDMI projectors
  • Notary Public, or ability to become notary public in first 3 months of employment (at Company’s cost)
  • Prior experience as Office Coordinator, Receptionist, and/or Executive Assistant positions, preferably from a multinational company
  • Strong relationship building and communication skills - ability to communicate to different levels in the organization and externally



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