Local Office Administrator

Job Description

General Responsibilities: Oversee daily general office operations, including but not limited to coordinating all aspects of the daily office environment by performing tasks such as office and building maintenance, ordering office supplies, observations of general office cleanliness, and other related tasks. The Local Office Administrator may also support fleet management administration activities, support the coordination of projects, and provide marketing support, as needed.

Essential

Roles and Responsibilities:

• Ensure the office operates efficiently and effectively by performing various office administration tasks, such as but not limited to ordering office supplies, coordinating and scheduling of building maintenance and office equipment maintenance, greeting visitors, vendors, performing office tours, coordinating workstation set up and team introductions, and onboarding office new hires.
• Foster employee engagement by coordinating local office events, trainings, welcoming & onboarding new employees, consistently sharing updates on activities such as wellness initiatives, local recognition programs, and reminders for annual activities such as benefits enrollment and annual engagement surveys.
• Maintaining a clean and professional environment for the office. This will include performing or coordinating light cleaning duties in between regular office cleaning by a professional firm. In addition, this person will lead and hold others accountable for organization of materials and facility in warehouse and laboratory areas to maintain the overall office environment.
• Managing a small team (2 to 3 individuals) of administrative professionals. This includes approval of timesheets, workload assessment and leveling, yearly performance reviews, and discussion and execution for growth with the assistance of the Operations Manager.
• Resolve general office related questions including matters such as timesheets. Provide front‑line service for benefits assistance, support Worker’s Compensation incidents, track certificates/licenses, and escalate employee concerns to Regional HR.
• Support the office with computer replacements, asset inventory, and recycling old computers.
• Partner with Operations on copier/postage machine, furniture, and large office purchases; manage office memberships and PPE/vending stock levels
• Support office local, state, and federal employment law compliance through activities such as maintaining correct employment law posters.
• Assist project managers with the coordination and support of projects including tracking & routing documentation, project and contract status, and drafting reports.
• Assist professional staff with administrative tasks such as maintaining professional organization memberships, booking travel, and registering for professional events.
• Assist with booking travel accommodations as needed.
• Provide administrative support to draft and update marketing materials including formatting presentations & proposals.
• Participate in the annual budget request process for regional fleet ordering.
• Support local office fleet management through various administrative tasks such as, reviewing and approving monthly vehicle rentals, requesting insurance cards, processing purchase orders (PO’s) and invoices, Department of Transportation (Use the "Apply for this Job" box below). with regulations, tracking, maintaining, and help auditing vehicle movement (rentals, transfers, leases) and monthly vehicle inspection documents for exceptions.
• Serve as the point of contact for fleet management vehicle registration, education on new vehicle processes, maintenance scheduling, vehicle accessory upgrades (strobe lights, backup alarms, toolboxes, etc.).
• Assist in the review of local office performance on key cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance.
• Support the administration of the vehicle/equipment telematics program.
• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Perform other duties as assigned.

Requirements:

• High school diploma or equivalent.
• Minimum 1 year…