The Office Administrator oversees all administrative aspects of the office headquarters, assigned department tasks, and remote employee office needs. This role plays a critical part in administering employee perks, building maintenance, office supplies, shipments and coordination of office events. The Office Admin is responsible for ensuring the office runs efficiently. This position also supports the accounting department by performing administrative tasks for proper financial documentation.
The office Administrator is anticipated to start in January 2025. This position is full-time, non-exempt with regular office hours of 8am to 5pm, Monday to Friday.
Job Functions
- Assist with accounts payable and receivable transactions, inputting transactions in QuickBooks Desktop and QuickBooks Online
- Maintain accounting records for company and subcontractors
- Reconcile credit charges to statements and maintain receipts
- Communicate with customers regarding outstanding invoices
- Assist with administrative department needs as requested
- Organize weekly in-office lunch: plan, order, pickup and/or prepare delivery, place food setting, communicate to staff, clean up and store leftovers
- Ensure fridges are properly stocked, working with outside vendor on ordering, stocking and discrepancies
- Ensure in-office kitchen and cleaning supplies are in stock (napkins, utensils, cups, plates, dish tabs, dish soap, etc.), ordering as needed
- Complete daily kitchen maintenance at end of day (clean sink, microwave and fridge, etc.)
- Order and stock all office supplies, including specific employee requests, in-office and remote employees: printer paper, ink cartridges, and desk/office supplies
- Process deliveries/shipments arriving by signing and distributing to appropriate department
- Greet in-office guests, ensure they feel comfortable during their stay and guide them to the appropriate meeting location
- Ensure all conference rooms are stocked and equipped, including cleanliness
- Pickup and distribute daily mail
- Schedule and order employee arrangements for services and special occasions
- Schedule venues for office events, parties, and department team events
- Ensure events are setup and run smoothly, adjusting to needs
- Liaison between building management and in-office: HVAC, lights, bathrooms, doors
- Record keeper of employee badges- assign, maintaining accurate documentation
- Coordinate return of office equipment
- Assist with marketing promotional materials as needed (printing/ordering)
- Complete shipping/mailing requests as needed (certified mail)
- Order department awards such as gift cards
- Coordinate celebratory events: birthdays, work anniversaries, and promotions
Preferred Talents
- Excellent communication and people skills
- High level of integrity, confidentiality, and ethics
- Critical thinking skills
- Keen attention to detail
- Willingness to provide concierge level of service
- Technical awareness of standard office technology (print, label, scan) and Microsoft office suite
- Experience using QuickBooks and/or QuickBooks Online
- Strong organizational and time management skills
- Ability to frequently and accurately communicate with employees and guests
- Ability to sit, stand, lift and carry up to 20 lbs.
- Ability to use vehicle for orders as needed
Preferred Qualifications
- High School Diploma
- 2+ years’ experience in office admin, admin assistant or related field
- 1+ years’ experience in bookkeeping, accounting or related field
Benefits Package
- Medical insurance: PPO, HDHP
- Health Savings Account
- Dental
- Vision
- Basic Life and AD&D- company paid
- Voluntary Short-term disability
- Voluntary Long-term disability
- Voluntary Life and AD&D
- Voluntary Critical Illness and Accident
- 401K and Profit sharing
- Paid Time Off
- Holiday
Job Title: Office Administrator
Status: Non-Exempt, Hourly
Position type: Full Time
Work Location: In Office
Reports to: Assistant Controller
Supervises Direct Reports: No
