We are looking for a temporary, part-time Office Administrator to provide coverage during a medical leave. The anticipated coverage period is from mid-October through the end of March. The preferred schedule is Monday to Friday, 8:00 AM - 2:00 PM, though there is some flexibility.
Responsibilities
Answer and screen incoming calls, providing assistance and or furnishing information when possible
Greet incoming visitors, determine nature and purpose of visit, notify the employee-host, and direct or escort them to specific destinations
Serve as customer service contact for external customers including phone triage, emails and order processing.
Maintain visitor log and issue visitor security badges
Sort and distribute company mail; including opening and preparing Accounts Payable invoices for posting
Order all office supplies/business cards/refreshments and maintain stock of essential items (distribute items as needed)
Maintain upkeep of kitchen and general office equipment
Maintain company phone list and general employee information on Company's intranet site
Assists in the preparation for new hires and orientation; employee workstations, photo ID and security access badges conducts training and manages new hire paperwork
Coordinate catering requests for all company/department meetings and special events
Schedule travel and meetings, conference calls and webinars for various departments as requested
Calendar management and processing of expense reports for executive level staff
Maintain training record files and database of Corporate Procedures and Standard Operating Procedures within the Quality System
Maintain records of company corporate contracts, scanning and filing as needed. Assist in the communication between vendors and contract owners to ensure full execution of agreements.
Serves as primary contact for facilities related matters. Coordinate facilities service requests such as maintenance and cleaning across various departments.
In coordination with HR, supports the maintenance of current company safety programs, registrations and certifications
File and maintain records as needed for various departments
Qualifications
High School Degree Required. Bachelor's Degree preferred.
3+ years of related office administration experience in corporate environment required.
Experienced in Microsoft Office Suite applications (Word, Excel, PowerPoint, Outlook)
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Strong customer service skills including customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
Ability to respect and maintain confidentiality.
Ability to develop strong working relationships with people of all levels and within a team
Service and security oriented.
Excellent organizational ability and attention to detail.