Office Administrator

The Office Administrator is responsible for a wide range of administrative and clerical tasks, supporting managers and employees to ensure smooth day-to-day office processes. As the first point of contact for visitors, clients, and employees, this role maintains a welcoming and organized front office, manages mail and deliveries, assists with general office needs, supports the billing process, and provides back-up for customer service.

Strong communication, multitasking, and organizational skills are essential for success in this position.

Front Office:

• Welcome and direct all visitors with a positive, friendly, and professional demeanor.
• Answer and direct incoming phone calls and refer questions/inquiries to the appropriate resources.
• Maintain security by following internal policies.
• Receive incoming mail and packages, and deliver to the manager daily.
• Order office supplies, research vendors for best deals, and routinely check and restock inventory to ensure adequate supply.
• Order and coordinate logistics for successful company wide luncheons and events.
• Maintain office housekeeping standards, including stocking breakroom and restroom supplies.
• Ensure the reception area and meeting rooms are consistently clean, tidy, and presentable.
• Report housekeeping or janitorial concerns to the applicable manager to ensure a clean and safe working environment.
• Provide support for billing operations, including invoice preparation, payment processing, and account reconciliation.
• Respond to billing inquiries and resolve discrepancies in a timely manner.
• Work closely with the accounting team to ensure accuracy and alignment in financial processes.

Customer Service:

• Provide backup support to the Customer Service department as needed.
• Interact with customers, answer questions, assist with pricing information, and enhance customer experience through trained product upselling to increase sales.
• Resolve or elevate customer concerns to appropriate sales or management personnel.
• Demonstrate clear and professional communication in all customer interactions.

Additional:

• Will work on special projects and perform additional responsibilities as assigned.
• Exercise good judgment to effectively manage multiple projects with shifting priorities.
• Work independently, referring questions/clarifications to managers or other appropriate resources.
• Accurate data entry, update, and maintenance of Excel log sheets.
• Save all documentation using the proper naming convention.
• Excellent follow-up and follow-through skills.
• Organize and maintain information that may be sensitive, confidential, or technical in nature.
• Perform miscellaneous job-related duties as assigned.

• A Bachelor’s degree from an accredited university is required.
• Minimum of 3 years of hands-on experience supporting processes in a busy office setting.
• Excellent verbal and written communication skills.
• Consistently delivers work with a high level of accuracy and detail.
• Self-motivated and eager to learn, with a positive attitude and embrace feedback as a tool for continuous career development and improvement.
• Ability to organize and prioritize multiple tasks in a timely and efficient manner.
• A proactive and solution-oriented approach, seeking opportunities to add value and assist the team.
• Proficient in the use of Microsoft Office and ERP systems.
• This is an on-site position; presence in the office is required. The role involves working in a professional office setting with frequent interaction with employees, clients, and visitors. Remote work is not available.

The demands of this job include:

• The physical and mental capacity to effectively perform all essential job duties and responsibilities.
• Must be able to concentrate on details, work under deadline pressures, apply sound logic and judgement, and prioritize tasks and responsibilities.
• Must be able to focus and multi-task in a busy environment and maintain composure in potentially stressful situations.
• Maintain effective and professional relationships with executives, staff, customers, vendors, and governmental agencies.
• Access to and maintenance of confidential and sensitive information.
• Must undergo and meet company standards for background checks, drug testing, and behavioral assessments.
• Employee is regularly required to sit, stand, and walk.
• Ability to verbally communicate both in person and via telephone.
• Ability to utilize various office equipment, including computer, telephone, and copy machine.
• Occasional lifting and/or moving of up to 10 pounds.