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Office Administration Specialist

2 months ago

Omaha, Nebraska, United States Opti9 Technologies Full time
Job Overview

Are you the right fit? We are seeking a skilled administrative professional who possesses a keen attention to detail and a passion for operational efficiency. If you consider yourself the essential support that keeps everything running smoothly, we want to hear from you You should be approachable, composed under pressure, and ready to assist a leadership team in a dynamic and fast-paced technology environment.

About Us
Opti9 Technologies is a leading provider of hybrid cloud solutions, dedicated to delivering top-tier services tailored to our clients' specific business requirements. As an AWS Advanced Consulting Partner and Certified Solution Provider, we excel in migration, optimization, transformation, and cloud-first application consulting. Our expertise also extends to managed cloud services, backup, and disaster recovery.

We pride ourselves on fostering a vibrant, casual culture that values innovation and fresh perspectives. Our focus is on customer satisfaction, and we are in search of genuine, accountable team players to collaborate with us in achieving our objectives.

Your Responsibilities
In this role, you will handle a variety of tasks, including but not limited to travel arrangements, calendar oversight, event organization, welcoming office visitors, and maintaining office supplies. The Administrative Services Coordinator will be the detail-oriented individual ensuring that every aspect is meticulously managed. You will need to be an adept problem-solver and an organizational powerhouse, capable of juggling multiple priorities throughout the day.

Experience in supporting multiple executives is crucial, as you will be entrusted with a wide range of responsibilities. Additionally, familiarity with travel arrangements and the ability to cultivate strong relationships within our team are essential.

Key Duties Include:

  • Managing calendars and scheduling meetings for the leadership team
  • Acting as a subject matter expert for travel management and expense platforms, including user training and policy compliance
  • Collaborating with the global Accounting Team to assist with accounts receivable and accounts payable
  • Supporting expense management and travel planning for various team members
  • Coordinating with the HR Team for event planning (e.g., social gatherings, employee outings)
  • Overseeing the e-signature platform, including template creation and user management
  • Validating vendor services and deliveries
  • Ensuring a welcoming atmosphere for guests and employees
  • Answering the main phone line and directing calls
  • Sorting and preparing mail and deliveries
  • Managing supplies in common areas
  • Coordinating catering for various meetings and events
  • Assisting with meeting logistics and preparation
  • Reviewing and formatting documents for accuracy and compliance

Ideal Candidates Will Possess:

  • A minimum of 2 years in an executive support capacity
  • Proficiency in Microsoft Office 365
  • Strong skills in calendar management and complex meeting coordination
  • Ability to maintain confidentiality and employee trust
  • Expertise in multitasking and adapting to shifting priorities
  • Excellent communication, problem-solving, and organizational skills
  • Self-motivation and dedication
  • Competence in navigating various web-based platforms
  • Quick responsiveness to requests and flexibility in scheduling
  • A friendly demeanor with exceptional customer service skills
  • Creative problem-solving abilities
  • Willingness to work on-site in our office environment

What We Offer:

  • Unlimited Paid Time Off
  • Comprehensive Medical, Dental, and Vision Insurance
  • Health Savings and Flexible Spending Accounts
  • 401(k) Plan with Company Match
  • Casual Work Environment
  • Employee Recognition Programs
  • Group Volunteer Opportunities
  • Healthy Rewards Program
  • A positive workplace culture

Opti9 Technologies is an equal opportunity employer, committed to diversity and inclusion in the workplace.