Job Summary
The Office Administrator is based for a Mt. Airy Customer Support Center (CSC), with operations in the U.S., and has overall responsibility for providing administrative support to the Human Resources Department, the CEO, CFO, and the Sr. Vice President of Sales & Operations. This position reports directly to the Sr. Vice President of Sales & Operations and does not have direct reports.
Job Responsibilities
• Administrative Support for HR & Office Operations:
o Provides administrative support across various departments, including preparing documents, maintaining records, and handling office communication.
o Assists with organizing employee engagement activities, office communications, and events.
o Serves as the point of contact for employee, vendor, and customer inquiries, directing them to the appropriate resources or personnel.
o Greets visitors, employees, and vendors, manages the reception area, and handles incoming and outgoing mail and packages.
o Coordinates office maintenance, supplies inventory, and meeting room bookings.
o Supports the creation and distribution of communications across the organization.
o Monitors and orders office supplies as needed.
o Coordinates with vendors and service providers (e.g., office supplies, maintenance, catering) to ensure smooth operations.
o Assists with managing the office budget, tracking expenses, and ensuring that office operations stay within budget.
o Reviews invoices and makes sure they align with budget.
o Ensures office compliance with safety regulations and is kept clean and orderly.
o Coordinates and schedules meetings, training sessions, and office-related events.
o Assists with various administrative tasks as needed, supporting the seamless operation of office activities.
• Executive Support:
o Coordinates calendars, travel, and correspondence for the CEO, CFO, and Sr. VP of Sales & Operations.
o Screens calls and organizes appointments for executives, optimizing their time efficiently.
o Prepares reports, presentations, and spreadsheets as requested.
o Maintains executive files and records including financial data, ensuring up-to-date access.
o Assists with expense reports and credit card transactions for executives and board members.
o Organizes corporate events, conferences, and team-building activities.
o Collaborates with IT to ensure executive technology and equipment are functioning properly.
o Assists with planning, scheduling, and organizing Board of Director meetings and ensures that all materials for the board meetings are compiled and distributed in a timely manner.
o Coordinates meeting logistics, including booking conference rooms, arranging travel accommodations, and preparing necessary materials.
o Manages logistics for team retreats or off-site meetings.
Other Duties
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Competencies (skills, knowledge, and abilities)
• Proficiency in Microsoft Office Suite and office management software.
• Excellent communication and interpersonal skills, with a customer-focused attitude.
• Strong organizational multitasking abilities in a fast-paced environment.
• Ability to manage sensitive and confidential information with discretion.
• Attention to detail and ability to prioritize effectively.
• Ability to work independently and as part of a team.
Education/Experience Requirements
• High school diploma or equivalent; associate or bachelor’s degree in business administration or a related field is a plus.
• 3-5 years of experience in an administrative or office management role.
