Office Administrator/Intake Coordinator

Overview
We are seeking a dynamic and highly detail-oriented Office Administrator to join our team and ensure the smooth operation of our office environment. This vital role involves managing daily administrative tasks, opening and closing file matters, and managing client intake. The ideal candidate will bring enthusiasm, excellent communication skills, and a proactive approach to office management, fostering an efficient and welcoming workplace.

Duties

• Handle initial client inquiries and collect basic intake information
• Take detailed messages and route matters to the correct team member
• Schedule consultations and follow intake procedures
• Oversee front desk operations, including greeting visitors, answering multi-line phone systems, and maintaining professional phone etiquette
• Manage office bills and coordinate with Company Bookkeeper
• Managing Client Intake, from sending out forms to entering client information
• Organize filing systems—both physical and digital—to promote easy access and document security
• Manage office supplies inventory and reorder as needed to maintain operational efficiency
• Mail, fax, print, copy, scan, and file
• Take detailed phone & client interaction messages
• Retrieve and sort through office mail
• Notarize documents for clients
• Efficiently answering emails
• Process client payment and pay office bills

Qualifications

• Meticulous attention to detail and clerical skill
• Excellent communication skills—both verbal and written—and professional phone etiquette
• Strong calendar management skills with the ability to prioritize tasks efficiently
• Strong ability to learn and follow procedures.
• Minimum education of high school diploma or equivalent
• Willingness to become a Notary Public if not already licensed
• Proficient in Microsoft Office Suite
• Highly organized with demonstrated capacity to manage high-volume workloads without compromising accuracy
• Experience with multi-line phone systems, filing systems (physical & digital), and front desk operations
• Meticulous attention to detail

Join us as an Office Administrator where your organizational talents will keep our workplace running seamlessly! Your proactive approach will help foster a positive environment that supports our team’s success while ensuring operational excellence. This role offers a rewarding chance to develop your administrative skills within a vibrant organization dedicated to growth and innovation.

Pay: $18.00 - $21.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off
• Retirement plan

Work Location: In person