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Office Administrator

2 months ago

Waltham, Massachusetts, United States Delphi Construction Full time
Job Summary

The Office Manager is the first point of contact for the Company and is responsible for providing a warm and professional welcome to clients and visitors. This role requires excellent communication and organizational skills to manage administrative duties and office procedures.

Key Responsibilities
  • Phone Management
    • Answer all incoming phone calls during working hours and ensure a pleasant call experience for callers.
    • Screen phone calls to the Executives.
  • Reception Management
    • Welcome clients and visitors with appointments and provide refreshments.
    • Handle coats and seat visitors in the waiting area or conference room.
    • Contact the staff member who is meeting the client or visitor and ensure they meet their guests in a timely manner.
  • Hospitality and Housekeeping Service
    • Maintain stock of coffee, water, soda, sugar, milk, and condiments.
    • Stock the Inman conference room refrigerator with refreshments.
    • Ensure the reception area and conference rooms are clean and neat in appearance.
    • Assist with meetings, holidays, and special event purchasing, decorating, setup, and cleanup.
  • Mail Processing
    • Process incoming mail and distribute it to employees.
    • Notify staff of package arrivals.
    • Maintain the postage meter and requisition replenishment funds at minimum balance.
    • Create mailing labels as requested.
  • Office Support
    • Provide proofreading for letters and other communication materials.
    • Provide filing, copying, and other clerical services.
    • Maintain and replenish basic office supplies.
    • Manage the Delphi and Safety gear inventory and administer re-orders.
    Requirements
    • Education and Experience
      • Bachelor's degree preferred, but not required.
      • 1-3 years of office management or hospitality experience, or similar.
      • Team player with great interpersonal skills.
    • Skills and Abilities
      • Excellent time management.
      • Ability to communicate effectively.
      • Ability to manage multiple projects at once.