Office Administrator

4 days ago


Bedford, United States INFRAREDX Full time

Office Administrator (Part-time, Temporary)

We are looking for a temporary, part-time Office Administrator to provide coverage during a medical leave. The anticipated coverage period is from mid-October through the end of March. The preferred schedule is Monday to Friday, 8:00 AM – 2:00 PM, though there is some flexibility.


Responsibilities

  • Answer and screen incoming calls, providing assistance and or furnishing information when possible
  • Greet incoming visitors, determine nature and purpose of visit, notify the employee-host, and direct or escort them to specific destinations
  • Serve as customer service contact for external customers including phone triage, emails and order processing.
  • Maintain visitor log and issue visitor security badges
  • Sort and distribute company mail; including opening and preparing Accounts Payable invoices for posting
  • Order all office supplies/business cards/refreshments and maintain stock of essential items (distribute items as needed)
  • Maintain upkeep of kitchen and general office equipment
  • Maintain company phone list and general employee information on Company’s intranet site
  • Assists in the preparation for new hires and orientation; employee workstations, photo ID and security access badges conducts training and manages new hire paperwork
  • Coordinate catering requests for all company/department meetings and special events
  • Schedule travel and meetings, conference calls and webinars for various departments as requested
  • Calendar management and processing of expense reports for executive level staff
  • Maintain training record files and database of Corporate Procedures and Standard Operating Procedures within the Quality System
  • Maintain records of company corporate contracts, scanning and filing as needed. Assist in the communication between vendors and contract owners to ensure full execution of agreements.
  • Serves as primary contact for facilities related matters. Coordinate facilities service requests such as maintenance and cleaning across various departments.
  • In coordination with HR, supports the maintenance of current company safety programs, registrations and certifications
  • File and maintain records as needed for various departments


Qualifications

  • High School Degree Required. Bachelor’s Degree preferred.
  • 3+ years of related office administration experience in corporate environment required.
  • Experienced in Microsoft Office Suite applications (Word, Excel, PowerPoint, Outlook)
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
  • Strong customer service skills including customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
  • Ability to respect and maintain confidentiality.
  • Ability to develop strong working relationships with people of all levels and within a team
  • Service and security oriented.
  • Excellent organizational ability and attention to detail.
  • Excellent written and oral communication skills.


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