Office Administrator
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