Administrator

2 weeks ago

Raleigh, United States HITT Contracting Full time

The Administrator is a member of the administrative services team and reports to the Office Manager, or if the office lacks an Office Manager, the Business Unit Leader. This position supports all administrative and clerical needs at the Raleigh regional office. The ideal candidate presents a positive attitude and is eager to provide client and guest hospitality. The key to this position is attention to detail, time-management, event planning, organizational tasks, and a sense of urgency in providing service to internal and external clients.

This position works with many of HITT's executive leadership team members and is expected to present a professional demeanor, maintain confidentiality and discretion, and utilizes a sense of urgency when working with these team members. In addition, the ideal candidate for this position will be a problem-solver who is proactive and comfortable working at a fast pace while maintaining a calm demeanor.

Responsibilities

  • Answer, screen and direct incoming calls, unless office has a receptionist.

  • Assist in the administration of the office, including scheduling meetings, arranging travel, event planning, and greeting guests or candidates onsite for interviews.

  • Supervises the maintenance and alteration of office areas and equipment, and housekeeping maintenance of office facilities.

  • Maintain all common areas, including print stations, conversational areas, conference rooms, and break rooms; ensure cleanliness and supplies as needed.

  • Oversees the management of all printers and copiers for regional office.

  • Negotiates and maintains leases of all printers and copiers.

  • Manages paper and toner orders and ensures all copy stations are adequately stocked with supplies.

  • Maintain accurate office seating chart.

  • Manage mail services including distributing mail, preparing shipping; order and maintain materials needed.

  • Request office signage for cubicles and offices from the Headquarters Administrative Services team and notify of any office rearrangements that will require new signage.

  • Coordinate outgoing deliveries via courier, UPS, and Federal Express, ensuring pick-up and drop-off execution.

  • Provide administrative support (set-up, printing, agendas, etc.) for meetings, as requested.

  • Provide basic clerical services as requested by team members, including drafting / editing / proofing correspondence, packaging, filing, and copying / scanning.

  • Coordinate events, both on and off site as needed. This includes set-up, catering, audio/visual, presentations, and other duties as assigned (client outings, PM outings, appreciation events, etc.).

  • Requests support for the Headquarters Administrative Services team for promotional marketing items.

  • Approve and coordinate catering requests as needed.

Qualifications

  • A high school degree is required

  • Proficiency in Microsoft Office, especially Word and Outlook, is required

  • Knowledge of basic clerical and administrative procedures is required

  • Knowledge of customer service principles and practices

  • Intermediate reading, writing, and communication skills

  • Attention to detail

  • Excellent time management skills

  • This position is fully on-site and is not eligible for remote work.

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