Office Administration Specialist

2 weeks ago

Saint Joseph, Michigan, United States Edgewater Automation Llc Full time
Job Overview

The Office Administration Specialist plays a crucial role in supporting the management team, staff, and visitors by executing a variety of administrative tasks that ensure effective and positive interactions within the organization.

Key Responsibilities
  • Deliver exceptional customer service as the first point of contact for clients, suppliers, and visitors.
  • Oversee the hospitality services within the office, including refreshments and meal arrangements for guests.
  • Engage daily with vendors and suppliers regarding office-related matters.
  • Process invoices and packing slips for ongoing projects and inventory on a daily basis.
  • Collaborate with management and team members on office objectives and challenges.
  • Manage incoming calls, messages, and transfers using the Shortel phone system.
  • Coordinate with process partners at various locations to ensure seamless communication across the organization.
  • Sort and distribute incoming mail.
  • Arrange travel logistics for employees and clients as necessary.
  • Update the Project Spreadsheet weekly and share it with Project Management for evaluation.
  • Record and monitor all employee tool expenses.
  • Conduct monthly reconciliations of company credit card statements.
  • File expense reports for the company President on a monthly basis.
  • Commit to ongoing training in essential office software, including but not limited to:
    • Quickbooks
    • Total ETO (Questica)
    • MS Office Suite
    • SAP Concur
  • Supervise and maintain the daily operations of the Front Office, including:
    • Assisting in the development of Standard Operating Procedures (SOPs) and other necessary protocols.
Required Skills
  • Proficiency in Windows-based operating systems, including:
    • SAP Concur (preferred)
    • Microsoft Teams
Qualifications
  • A combination of education and experience will be considered.
  • An Associate's degree in business or management is preferred.
  • A minimum of 5 years of experience in office administration is required.
Supervisory Role

This position does not include supervisory responsibilities.

Work Environment

This role is situated in a professional office setting, utilizing standard office equipment such as computers, telephones, photocopiers, filing cabinets, and fax machines.

Physical Requirements

The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While fulfilling the duties of this role, the employee is regularly required to communicate verbally and audibly. The employee frequently needs to stand, walk, use hands for various tasks, and reach with hands and arms.

Position Type and Work Hours

This is a full-time role. Standard working hours are Monday through Friday, from 8:00 AM to 5:00 PM. Occasional evening and weekend work may be necessary based on job responsibilities.

Additional Qualifications

No additional qualifications are required for this position.

Equal Employment Opportunity Statement

Edgewater Automation provides equal employment opportunities to all employees and applicants, prohibiting discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Other Responsibilities

Please note that this job description is not intended to be an exhaustive list of all activities, duties, or responsibilities required of the employee for this role. Responsibilities may change at any time with or without notice.

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