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Office Administrator

3 months ago

Sterling, United States Schechter Reed Full time
Job DescriptionJob Description

Our client manufactures household products and seeks a proactive and organized individual to fill the 5-day-in-person Office Administrator role. This position will support their growing organization by providing administrative assistance, overseeing office operations, coordinating HR tasks, and collaborating with the leadership team.

Job Responsibilities:

  • Greet visitors and guests – direct them to the appropriate staff member while ensuring building safety and visitor logbook compliance
  • Routes calls to specific people, texting, emailing, and paging when necessary.
  • Ensure effective internal and external telephone and mail communications to maintain a professional image, forwarding customers to pharmacovigilance.
  • Ensures reception area, conference rooms and town hall are clean, overseeing facility maintenance crew's adherence to building orderliness.
  • Filters outgoing and incoming mail, overnight and courier packages
  • Orders office, kitchen, and PPE supplies.
  • Provide support on administrative tasks for senior management, vendors and candidates including expense reports, travel planning and itineraries etc.
  • Performs scheduling tasks including calendar coordination; purchases airfare and lodging; reserves conference rooms and teleconference services; selects catering; and assembles attendee packets.
  • Maintains conference room schedule; prepares the conference room for meetings and coordinates catering orders for large meetings, and restores area after each meeting.
  • Prepares correspondence, presentations, email communications, and Excel spreadsheets for employees and management.
  • Coordinate company parties, events, holiday cards, and business cards for new employees.
  • Responds to telephone and electronic communications for vendors, customers, and employees.
  • Reconcile all invoices and expense reports for administration-related expenses. Manage PPE purchases, invoice reconciliations, and vendor management for PPE.
  • Reconciles corporate credit card account.
  • Assist HR in administrative functions as needed.
  • Support HR and employees with timesheet review and approvals.
  • Database entry/updates, events support, daily operations, vendor management.
  • Assist as needed in department projects, company initiatives, and company branding.
  • Manage company branding through memorabilia, prints, and internal TV programming.
  • Performs word processing, photocopying, faxing, data entry, and other administrative duties as assigned.
  • Issues Photo Access cards to new employees and replaces/corrects problems with current cards. Creates log-in and e-mail forms for requested employees.
  • Handle uniforms and locker assignments and ordering.
  • Other duties as requested by supervisor.

Required Skills and Qualifications:

  • Minimum 2 years experience working as an administrative assistant.
  • Bachelor's degree preferred
  • Proficient in utilizing Microsoft Office programs (Outlook, Excel, and Word)
  • Excellent organizational skills, including the ability to prioritize and coordinate multiple tasks.
  • Excellent written and verbal communication skills, including professional phone etiquette.
  • Excellent interpersonal skills with the ability to effectively interact with internal and external business partners and staff at all levels.
  • Able to coordinate several projects to a successful completion with little or no supervision.
  • Responds promptly to shifts in direction, priorities, and schedules.
  • Uses sound judgment and problem resolution skills, and often makes decisions in supervisor's absence.
  • Thinks strategically and is proactive.