Office Administrator
SUMMARY
Are you someone who thrives in both independent and collaborative work environments? Would others consider you relationship-oriented and people-centric? Are you committed to executing tasks precisely and able to manage multiple priorities concurrently? If so, your new career starts here. We are seeking an experienced professional to join our team as an Office Administrator. In this pivotal role, you will oversee various operational aspects of our company, ensuring seamless day-to-day organization and fostering a positive work culture in our 30+ person office. The successful candidate will have an owner’s mentality to manage and execute in key areas, including Executive Support, HR Functions, Operations/Office Support, Social Media, and additional responsibilities as outlined by the supervisor.
Responsibilities:
Executive Support:
- Provide personal and executive support to the President
- Manage and optimize the schedule for company founders, ensuring efficient use of time
- Organize and lead daily huddle discussions
- Ensure that questions from the team and client requests are promptly addressed
- Capture requests from a variety of sources, define and manage to completion
- Facilitate and lead weekly briefings to keep the team informed and aligned with organizational goals and priorities
- Prepare briefing agenda and collaterals per procedures
- Organize, manage to completion, and report results for the team’s weekly and monthly plan items
- Schedule and coordinate resources for various meetings to keep the team, executives, and business areas aligned
- Assist with the preparation of agendas and scheduling for leadership meetings
- Provide telephone support for the main phone line and President
HR Functions:
- Troubleshoot and identify areas in the HR process that need improvement
- Oversee, prepare documentation, and execute the onboarding and offboarding process
- Coordinate, prepare documentation, schedule, and attend performance reviews for the organization following established process
- Track and monitor PTO and unplanned absences
- Collect timesheets for hourly employees for payroll processing
- Manage out-of-office logistics and communication
- Liaise with ADP as needed regarding HR needs/requests
- Oversee yearly open enrollment process for employees
- Manage and enter payroll (bi-weekly) on ADP website
- Run payroll reports
- Monitor job boards/postings for interns and follow up with candidates
- Update Sourcebook with Leadership team (employee handbook)
Social Media:
- Schedule and manage monthly meetings to populate and update the social media calendar
- Collect resources and information from the team for Social Media posts and announcements
- Collaborate with the Marketing Director to schedule a variety of engaging social media posts
Misc. Office/Operations:
- Manage the office with an owner’s mindset
- Manage and coordinate content for breakroom television, ensuring a mix of informative and entertaining material
- Coordinate and celebrate employee birthdays and work anniversaries
- Ensure the coffee machine is well-maintained and stocked, and manage the schedule for employees assisting
- Plan and execute internal and external office events
- Maintain a clean and organized kitchen area, purchasing and stocking supplies as needed
- Manage incoming and outgoing mail efficiently
- Coordinate the usage of meeting rooms and ensure they are equipped for the next meeting
- Act as a single point of contact with parking vendors for employee and guest parking
- Coordinate and manage the ordering or purchase of office supplies and equipment
- Coordinate and track property sign installation and removal
Qualifications:
- 5 + years of proven experience in a similar role
- HR administrative experience preferred
- Excellent organizational and communication skills
- Intermediate knowledge and usage of Microsoft Office suite
- Social media management skills preferred
- Ability to thrive in a fast-paced environment
- Proactive, resourceful, and solution-oriented approach
- Four-year degree preferred