Office Administrator

POSITION SUMMARY

The Office Administrator is responsible for providing a wide range of office management and support to the company, including answering phone lines, scheduling/managing calendars, confirming meetings, purchasing office supplies, writing correspondence, planning events, and assisting other departments as needed with various administrative responsibilities. The candidate must be self-managed, resourceful, an independent thinker, and self-sufficient as well as self-motivated.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to, the following:

• Answer, route, and screen incoming company calls professionally and positively, with a welcoming outlook and friendly disposition
• Pick up, sort, manage and distribute all incoming and outgoing mail and packages.
• Greet and direct any guests or visitors with a positive and helpful disposition
• Help manage visitor logs, parking, security badges, etc.
• Book and reserve meeting rooms
• Help with office management and organization processes
• Assist other office divisions with general questions, needs/concerns
• Prepare, clean, and organize front desk, conference, meeting, training, common guest, and employee areas daily
• Order, track, and manage inventory stock of office and kitchen supplies for all company locations
• Replenish and maintain par levels of drinks, kitchen, and office supply inventory
• Order, manage, and distribute business cards to employees
• Assist office divisions in arranging deliveries, receiving maintenance and repair services related to office equipment, telecommunications, and building maintenance
• Assist with planning, organizing, supporting, and the clean up after company-sponsored and employee events
• Assist, coordinate, and support internal office and employee webinars, meetings, and events
• Provide various services that would support department heads, including copying, faxing, taking notes, arranging transportation, and assisting with travel arrangements.
• Assist facilitation of company-wide communication, announcements, postings, etc.
• Perform other work-related duties as assigned

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• A minimum of 5 years in office management
• Strong computer skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required
• Must have a strong team mentality and customer support orientation (for internal/external customers), demonstrate professional demeanor, and the ability to maintain confidential information
• Must have strong skills in organization and planning, exercise sound judgment and problem-solving, and demonstrate the ability to work independently
• Experience working in the AEC industry (Architecture, Engineering, Construction)