Ready to work in an upbeat, growing and positive environment, maintaining an office and supporting a collaborative team? If you are highly organized, dependable, and can help maintain a smooth and efficient office environment, we want to meet you.
Job Summary:
We are looking for an organized self-starter with administrative skills to join our team. The ideal candidate will be open to learning, able to work independently, prioritize tasks, and maintain a high level of accuracy.
Overall Responsibilities:
The Office Administrator will oversee the reception area and phones to ensure effective communication and provide office guests with a hospitable experience; manage office inventory and supplies, ensure the office is clean and organized, assist with order entry, and support other administrative functions as needed. This is an excellent opportunity for a proactive individual who is comfortable multitasking and thrives in a fast-paced environment.
Key Responsibilities
Administrative Support:
Provide general administrative support to team members as needed.
Assist with setting up meetings, coordinating office schedules, and handling other office-related tasks
Prepare the office daily to include straightening up and making coffee; setting up for incoming clients
Phone and Message Handling:
Answer phones promptly and professionally, determining caller's needs and directing calls to appropriate departments or personnel.
Initiate calls to clients or vendors when necessary.
Take detailed messages and ensure they are delivered in a timely manner.
Office Supply Management:
Monitor, inventory, and replenish office supplies
Ensure the office and common areas are clean and organized at all times, including kitchen, break room, bathrooms, etc.
FedEx and Package Handling:
Learn UPS and FedEx processes. Prepare packages for shipment (including labels and documentation)
On occasion, drop off packages at the post office or FedEx location
Order Entry and PO Processing:
Technically savvy with the ability to accurately enter purchase orders (POs) into the system
Assist with order entry responsibilities
Skills and Qualifications:
o Previous office administration experience is a plus, but not required.
o Strong organizational skills and attention to detail.
o Ability to multi-task and manage time effectively in a busy environment.
o Excellent communication skills, customer service, both on the phone and in person.
o Bilingual Spanish a plus.
o Comfortable handling both routine and ad-hoc administrative tasks.
o Proficiency with basic office equipment (phones, copiers, etc.)
o Familiarity with Microsoft Office Suite (Word, Excel, Outlook).
o Must be reliable, proactive, and a team player.
Physical Requirements:
o Ability to lift and move office supplies and packages weighing up to 25 pounds
o Ability to sit or stand for extended periods as needed
Compensation and benefits
$40,000 - $50,000 annual salary
Health, Dental and Vision insurance
Flexible Spending Account (FSA) and Dependent Care Account (DCA)