Office Administrator

Our client manufactures household products and is seeking a proactive and organized individual to fill the 5-day-in-person Office Administrator role. This position will be pivotal in supporting their growing organization by providing administrative assistance, overseeing office operations, coordinating HR tasks, and collaborating with the leadership team.

Job Responsibilities:

• Greet visitors and guests – direct them to the appropriate staff member while ensuring building safety and visitor logbook compliance
• Routes calls to specific people, texting, emailing, and paging when necessary.
• Ensure effective internal and external telephone and mail communications to maintain a professional image, forwarding customers to pharmacovigilance.
• Ensures reception area, conference rooms and town hall are clean, overseeing facility maintenance crew’s adherence to building orderliness.
• Filters outgoing and incoming mail, overnight and courier packages
• Orders office, kitchen, and PPE supplies.
• Provide support on administrative tasks for senior management, vendors and candidates including expense reports, travel planning and itineraries etc.
• Performs scheduling tasks including calendar coordination; purchases airfare and lodging; reserves conference rooms and teleconference services; selects catering; and assembles attendee packets.
• Maintains conference room schedule; prepares the conference room for meetings and coordinates catering orders for large meetings, and restores area after each meeting.
• Prepares correspondence, presentations, email communications, and Excel spreadsheets for employees and management.
• Coordinate company parties, events, holiday cards, and business cards for new employees.
• Responds to telephone and electronic communications for vendors, customers, and employees.
• Reconcile all invoices and expense reports for administration-related expenses. Manage PPE purchases, invoice reconciliations, and vendor management for PPE.
• Reconciles corporate credit card account.
• Assist HR in administrative functions as needed.
• Support HR and employees with timesheet review and approvals.
• Database entry/updates, events support, daily operations, vendor management.
• Assist as needed in department projects, company initiatives, and company branding.
• Manage company branding through memorabilia, prints, and internal TV programming.
• Performs word processing, photocopying, faxing, data entry, and other administrative duties as assigned.
• Issues Photo Access cards to new employees and replaces/corrects problems with current cards. Creates log-in and e-mail forms for requested employees.
• Handle uniforms and locker assignments and ordering.
• Other duties as requested by supervisor.

Required Skills and Qualifications:

• Minimum 2 years experience working as an administrative assistant.
• Bachelor’s degree preferred
• Proficient in utilizing Microsoft Office programs (Outlook, Excel, and Word)
• Excellent organizational skills, including the ability to prioritize and coordinate multiple tasks.
• Excellent written and verbal communication skills, including professional phone etiquette.
• Excellent interpersonal skills with the ability to effectively interact with internal and external business partners and staff at all levels.
• Able to coordinate several projects to a successful completion with little or no supervision.
• Responds promptly to shifts in direction, priorities, and schedules.
• Uses sound judgment and problem resolution skills, and often makes decisions in supervisor’s absence.
• Thinks strategically and is proactive.