Office Administrator

1 month ago

Jacksonville, United States IQ Fiber Full time
Job DescriptionJob Description
Job Title: Office Administrator
Position Location/Type: HQ/ Exempt
Working Arrangements: Onsite
Reports to: HR Director

Position Overview:
IQ Fiber is seeking a highly skilled Office Administrator to provide comprehensive administrative support and ensure the smooth operation of our HQ office. The successful candidate will be responsible for maintaining a professional and welcoming atmosphere, managing office supplies and equipment, coordinating company events, and assisting with various HR and compliance-related tasks. This role requires exceptional organizational and communication skills, a proactive approach, and the ability to handle confidential information with discretion.

This is an in-office role located at our Jacksonville, FL headquarters.

Responsibilities:
  • Be onsite during normal business hours (8 am - 5 pm), ensuring a welcoming and professional atmosphere for all.
  • Provide comprehensive support to the senior leadership team, assisting with a wide range of administrative tasks of varying complexity.
  • Serve, as needed, as a liaison between the company and its business partners (including its investors), fostering positive interactions, coordinating meetings, and relaying important information through effective communication.
  • Ensure that all communications are clear, concise, and professional, both in written and verbal forms, maintaining a high level of accuracy and attention to detail.
  • Perform other administrative tasks as assigned to support the smooth operation of the office, demonstrating flexibility and a proactive approach.
  • Maintain a clean and organized office environment, which includes tasks such as sweeping floors, breaking down boxes, emptying trash bins, and wiping down counters regularly.
  • Budget and manage break room items, ensuring they are stocked daily with beverages, refreshments and healthy snacks for team members.
  • Order and manage office supplies for all office locations, ensuring that essential items, such as paper, pens, and printer ink, are always in stock and easily accessible.
  • Coordinate company events and functions from start to finish, including planning, logistics, and vendor management, to ensure successful and enjoyable experiences for all participants.
  • Assist with setting up and breaking down events, ensuring all necessary materials, such as seating arrangements, audio-visual equipment, and decorations, are available and properly arranged.
  • Handle incoming and outgoing mail and packages and distribute mail to the appropriate departments or individuals in a timely manner.
  • Stock and maintain first aid kits and items to ensure they are readily available and comply with health and safety regulations.
  • Assist the HR team with onboarding processes for new employees, including setting up workstations, providing necessary materials, and ensuring a smooth transition into the company.
  • Manage I-9 verification for new hires, ensuring compliance with federal regulations and maintaining accurate records.
  • Manage new hire and picture ID badges, ensuring they are properly issued and updated.
  • Ensure that labor posters and mandatory office postings are up-to-date and displayed in compliance with federal and state regulations.
  • Assist with other compliance-related tasks as needed to support regulatory adherence and organizational standards.
  • Ensure a fun and professional office environment by fostering a positive workplace culture.
  • Handle confidential information with the utmost discretion and professionalism to maintain trust and integrity within the organization.
  • Other duties as assigned.

Qualifications:
  • Associates degree or equivalent education and work experience.
  • 2-5 years of proven experience as an office administrator within a fast-paced, high-growth environment.
  • Proven success in providing various levels of administrative support to executive team members.
  • Exceptional written and verbal communication skills, articulating ideas clearly and effectively.
  • Proven success in event planning, including organizing logistics, managing vendors, and ensuring successful execution.
  • Strong time management and organizational skills, capable of managing multiple tasks and priorities simultaneously.
  • Proficiency in office management software and tools, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent attention to detail and problem-solving skills, with a proactive approach to identifying and addressing potential issues before they escalate.
  • High level of discretion and confidentiality when handling sensitive information, maintaining trust and integrity within the organization.
  • Strong interpersonal skills and the ability to work collaboratively with team members at all levels.
  • Ability to work independently and take initiative in a dynamic work environment.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

IQ Fiber is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
 

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