Office Administrator

3 weeks ago

Tonawanda, United States Glendale Realty Services Group Full time
Job DescriptionJob DescriptionOffice Administrator

Job Summary

The Office Administrator ensures the smooth and efficient operation of all administrative functions at our corporate office; oversees and performs a wide range of activities related to clerical/office support, accounting, vendor, IT, inventory and records management.

The successful candidate is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people and roles.


Duties/Responsibilities:

  • Provide support to senior management team.
  • Maintain executive calendar and schedules. Assist with special projects and tasks as needed.
  • Oversees intra-office communications and announcements. Ensure urgent/priority correspondence, scheduling issues, etc. are communicated in a timely and effective manner.
  • Organize and coordinate meetings including scheduling, sending reminders when applicable.
  • Take action items during meeting and ensure timely and appropriate follow up.
  • Plan and set up company events with materials preparation, arrange and order catering, and sourcing vendor quotes. Pre and post clean up.
  • Order and maintain inventory of office and kitchen supplies. Restock break room.
  • Assist in the oversight and adherence to company policies, practices and procedures.

Phones, Computers, Systems/Software, Internet, etc.

  • New employee accounts set up, access and login.
  • Manage employee cell phones, laptops, computer station, FOB's, etc.
  • Meet with vendors regarding copier leases for each portfolio office.
  • Provide internal support for general IT issues with outside vendors to guide employees to the correct resources and processes.

Database & Records Management

  • Maintain training, service, driving and safety records.
  • Registrations and certifications renewal.
  • Maintain comprehensive and accurate corporate records, documents, and reports.
  • Update spreadsheets, contacts database, employee lists and org chart.


Qualifications and Experience:
The requirements listed below are representative of the qualifications necessary to perform the job.

  • Bachelor’s degree (Preferred)
  • Minimum 3 yrs. of experience as an administrative professional
  • Outstanding written and verbal communication skills
  • In-depth knowledge of entire Microsoft Office suite
  • Rent Manager software experience (Preferred)
  • Technical IT knowledge and experience
  • Absolute discretion and confidentiality
  • Ability to organize a daily workload of priorities meeting deadlines in a fast-paced quickly changing environment.


Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.


Glendale Development provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Glendale Development complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.


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