Office Administrator

Coordinates and oversees administrative duties, ensures that U.S. offices operate efficiently and smoothly, and acts as face to the company. Responsibilities include greeting visitors, managing office supplies, overseeing other administrative staff (as needed), owning office budgets, and supporting select staff with administrative tasks (i.e., Business President, HR, Sales & Customer Operations).

Responsibilities

Chestnut and East Brunswick Offices

• Perform administrative duties in the office and ensure that office is operating smoothly
• Manage office supplies inventory, place orders and negotiate contracts as necessary
• Greet visitors (including but not limited to external officials, regulators, and executives)
• Schedule interviews and set up meetings
• Assist the HR team as and when needed
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Develop office policies and procedures, and ensure they are implemented appropriately
• Assist with office layout planning and office moves, and coordinate with IT as needed
• Manage office budget
• Identify opportunities for process and office management improvements
• Provide administrative support as necessary, including scheduling group meetings, maintaining calendars, processing expense reports, doing research and creating reports
• Manage logistical support of visitors, such as company executives and business partners
• Organize events including Trade Shows / Customer Event registration, booth coordination, travel arrangements and other activities as needed
• Development and manage company activities, philanthropy projects and external communications to such organizations
• Manage departmental records: gathering information, tracking documents, creating, and maintaining traditional and electronic records and files

Qualifications

• Bachelor’s Degree a plus and/or equivalent experience
• Proficient in Microsoft Office
• Scheduling meetings
• Phone business etiquette
• Arranging and tracking travel
• Negotiating small contracts with office supply vendors and managing purchase orders

Knowledge

• Advanced skills in using spreadsheet, word-processing, power point application software.
• Ability to effectively prepare written correspondence, presentations, answer and screen calls and plan/coordinate meetings.
• Ability to communicate effectively with individuals and groups.
• Ability to solve HR related problems by combining judgment with knowledge of business practices.
• Ability to work independently and in teams. Demonstrated excellence in organizational and time-management skills with the ability to multi-task.
• Ability to handle sensitive and confidential information.
• Strong, professional interpersonal skills; experience establishing effective relationships with business leaders and external partners, while managing stressful situations.
• Ability to solve problems, exercise judgment within generally defined practices and policies.
• Detail oriented.

Abilities &Physical Requirements

• Sit, Stand, Bend frequently.
• Adapt to various environments including shop floor.
• Lift 10 – 20 pounds.
• Business travel <10%.