Office Administrator

WHAT YOU’LL DO:

As a Office Administrator, you will be the face of the company, ensuring a welcoming and professional atmosphere for visitors and employees while maintaining the smooth operation of the office. You’ll be responsible for a variety of tasks ranging from greeting guests to managing office supplies and supporting company events. This role is pivotal in creating a positive environment and ensuring the office runs efficiently.

WHAT WE ARE LOOKING FOR:

We are looking for an organized, proactive, and detail-oriented individual who thrives in a fast-paced environment. The ideal candidate will have excellent communication skills, a customer service mindset, and the ability to juggle multiple responsibilities seamlessly.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front Desk Operations:

• Greet visitors, maintain a visitor log, and coordinate with security.
• Ensure the reception area is clean, organized, and welcoming.
• Manage mail and packages, including receiving, sorting, and distribution.
• Validate parking for guests as needed.

Human Resources Support:

• Greet and assist new hires during onboarding and training sessions.
• Assemble welcome kits and gift bags.
• Assist with ID badges, parking passes, and ordering lunch/snacks for new hire events.
• Coordinate and plan employee events, including happy hours and holiday parties.

Office Maintenance:

• Kitchen:
  • Order and stock kitchen supplies, ensuring kitchens are tidy and well-maintained.
  • Make coffee and replenish supplies throughout the day.
  • Track inventory and reorder supplies as necessary.
• Bathrooms:
  • Stock restrooms with towels, toilet paper, and air fresheners.
• Conference Rooms:
  • Maintain a clean and organized appearance.
  • Ensure chairs are pushed in, garbage is removed, and A/V equipment is functioning properly.
  • Restock markers, erasers, and meeting supplies.
  • Set up drinks, cups, and other meeting essentials.

Vendor Coordination:

• Source vendors for office services and coordinate with building management.
• Ensure vendors are registered and provide required documentation.
• Validate vendor parking when necessary.

General Administrative Duties:

• Reserve conference rooms as needed.
• Monitor printers for paper and functionality.
• Run company-related errands such as picking up supplies or food for meetings/events.
• Maintain and update company calendars and employee boards.
• Create FedEx shipping labels and manage periodic mailings for marketing materials.
• Organize and stock executive fridges and company swag.

Event Support:

• Assist with customer meetings, including ordering and setting up EBC lunches.
• Support travel planning for executives and special projects.

WHAT YOU’LL BRING:

• Skills and Competencies:
  • Strong organizational and multitasking skills.
  • Exceptional attention to detail and a proactive attitude.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office tools.
  • Ability to handle confidential information with discretion.
  • Customer service mindset with a positive, team-oriented approach.