Office Administrator

2 weeks ago

Foxboro, United States ConnectPay LLC Full time
Description

Key Responsibilities:

Executive Support
    • Plan and organize travel for the CEO, including booking flights, hotels, and car rentals, particularly for multi-city trips. Ensure all travel details are added to the CEO's Outlook calendar and receipts are sent to Accounting for reconciliation of the corporate credit card.
    • Manage changes in planned trips and track flight credits for future use, ensuring minimal disruption to the CEO's schedule.
    • Create laminated business card luggage tags and mail them with a note from the CEO, ensuring a personal touch.
    • Coordinate and manage the Thanksgiving turkey project, ensuring successful implementation and satisfaction.
    • Welcome and host guests of the CEO at the corporate office when the CEO is not available, providing hospitality and ensuring their needs are met.
    • Secure parking passes for Gillette Stadium events for the CEO's friends, family, and business associates, ensuring convenient access and satisfaction.
    • Plan off-site events such as executive retreats in locations like New York, handling logistics, accommodations, and activities to ensure a productive and enjoyable experience.
    • Make dinner reservations for the CEO both locally and when traveling out of state, ensuring high-quality dining experiences.
    • Register the CEO and/or the company for attendance at events and conferences, handling all necessary arrangements and ensuring they are well-prepared for participation.
    • Manage calendars, schedule meetings, and coordinate appointments for staff and executives.
    • Organize and maintain physical and digital files, including creating, editing, and archiving documents.
Office Management
    • Order and manage office supplies, ensuring that the office is stocked with necessary materials.
    • Oversee the cleanliness of the office, ensuring it is a tidy and welcoming environment.
    • Liaise with external vendors and service providers, such as cleaning services and office supply companies, to ensure smooth operations and timely delivery of services.
    • Maintain cleanliness and organization of the kitchen area.
    • Regularly clean out the fridge to ensure it is tidy and free of expired items.
    • Keep conference rooms clean and organized.
    • Set up and break down conference rooms for meetings and events.
    • Maintain and monitor shredder bins.
    • Coordinate with Mansfield Shredding for regular pick-ups.
Event Planning and Coordination
    • Organize and prepare for meetings, including setting up conference rooms, arranging catering if needed, and ensuring all necessary materials and equipment are available.
    • Plan and coordinate company events, such as team-building activities, holiday parties, and other corporate functions, ensuring they run smoothly and are well-attended.
Shipping
    • Prepare and package items for shipment, ensuring secure packing and correct labeling.
    • Coordinate FedEx shipments for the Marketing team, tax team and the CEO.
    • Monitor and track shipments to ensure timely delivery and address any issues that arise.
    • Receive and verify incoming shipments, distributing them to the appropriate departments or individuals.
    • Prepare packages and schedule FedEx pick-ups.
Tax Duties
    • Prepare payment coupons for various tax agencies.
    • Mail payments, checks, notices, amendments, and other documents on a time-sensitive basis.
    • Go to the post office at least once a week, with frequency increasing during quarter and year-end filing months.
    • Create priority USPS mail labels.
    • Track and confirm delivery of priority USPS mail.
    • Add USPS mailing confirmation of delivery into the Notice Ninja tracking system.
    • Monitor and maintain inventory levels of tax office supplies.
    • Add appointment reminders and meetings to tax team calendars on behalf of the manager.

Qualifications:
  • Proven experience as an office administrator, office manager, or relevant role.
  • Excellent organizational and multitasking skills.
  • Strong communication and interpersonal abilities.
  • Proficiency in MS Office (MS Excel and MS Outlook).
  • Experience with office management software and tools.
  • High school diploma

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