Office Administrator

Reports to: Director of Administration

Job Summary: The Office Administrator is responsible for managing the orderly and efficient day-to-day running of the office. Equipped with superior organizing skills, mature people skills, and knowledge of commonly used office and scheduling software, they are experienced in keeping and managing appointment calendars, making travel arrangements, and facilitating or coordinating day-to-day errands. By fostering a culture of continuous improvement and anticipating the requirements of the office and its staff they are prepared to deal with unexpected situations as they arise.

Job Responsibilities:

• Manage the orderly and efficient day to day running of the office
• Be the primary point of contact for the office to handle inquiries, requests, and issues
• Coordinate and organize administrative work, office activities, and operations
• Communicate with clients, suppliers, employees and contractors
• Carry out all delegated tasks within agreed upon time frames
• Assist visiting staff and external stakeholders; including but not limited to travel arrangements and appointment facilitation
• Organize and manage the secure storage of paperwork, documents, and computer-based information
• Sort, record, and distribute incoming correspondence (e-mails, letters, packages, etc.)
• Liaise and coordinate with key business stakeholders and their assistants
• Support budgeting and bookkeeping procedures
• Manage office supplies to support the office’s requirements, including food and drinks, and placing orders as necessary
• Coordinate with and assist team members and management
• Schedule appointments
• Conduct basic expense management
• Facilitate or coordinate office related errands
• Promote a high-performance culture and foster an environment of continuous learning and improvement.

Attributes

Critical - Must have these to maintain the organization's culture and values

• Accountability
• Integrity
• Discernment
• Caring

Essential - Must have these to behave at the standard required of this role

• Authenticity
• Selflessness
• Emotional Intelligence
• Patience
• Collaborative
• Discipline (Inner/Outer)
• Humility
• Adaptability
• Conscientiousness
• Perseverance
• Curiosity
• Open Mindedness
• Compartmentalization
• Self Efficacy
• Situational Awareness
• Tenacity

Enhancing - Should have these to behave at the standard required or higher for this role

• Creativity
• Empathy
• Innovativeness
• Generosity
• Learnability
• Optimism
• Persistence
• Compassion
• Confidence
• Task Switching

Skills

Essential - Must have these to perform the requirements of this role

• Organizational Skills: Essential for managing office operations, appointment calendars, travel arrangements, and paperwork efficiently.
• Communication Skills: Strong verbal and written communication skills are crucial for handling inquiries, coordinating with various stakeholders, and distributing correspondence.
• Time Management: The ability to prioritize tasks and complete them within agreed-upon time frames is important for maintaining office efficiency.
• Customer Service: Skill in handling inquiries, requests, and issues, and serving as the primary point of contact for the office.
• Scheduling Software Proficiency: Knowledge of commonly used office and scheduling software to manage appointments and coordinate office activities.
• Interpersonal Skills: Mature people skills are essential for liaising with clients, suppliers, employees, and contractors, as well as assisting visiting staff and external stakeholders.
• Problem Solving: The ability to anticipate and handle unexpected situations as they arise is crucial for ensuring smooth office operations.
• Data Management: Skills for secure storage, sorting, and recording of paperwork, documents, and computer-based information.
• Expense Management: Proficiency in basic expense management, which may involve budgeting and bookkeeping procedures.
• Order Management: Ability to manage office supplies and place orders as necessary to support the office's requirements.
• Errand Coordination: Skill in facilitating or coordinating office-related errands.
• High-Performance Culture: The ability to promote a high-performance culture within the office and foster an environment of continuous learning and improvement.
• Attention to Detail: A keen eye for detail is essential for tasks like sorting and distributing incoming correspondence, managing paperwork, and conducting expense management.
• Problem Solving: The capability to address issues and unexpected situations effectively and proactively.
• Teamwork: The capacity to coordinate and collaborate with team members and management to achieve common goals.
• Flexibility: The willingness to adapt to changing circumstances and handle a variety of tasks as they arise.
• Confidentiality: Discretion and the ability to handle sensitive information in a confidential manner.

Experience

Essential - Must have to perform the requirements of this role

• Administrative Support: Experience in providing administrative support, including coordinating with team members and management.
• Client and Stakeholder Interaction: Experience in communicating with clients, suppliers, and key business stakeholders, including managing appointments and travel arrangements.
• Tech Proficiency: Proficiency in using various office software and tools, including those for scheduling, document management, and communication. Specifically Microsoft Office and Google suite.
• 5+ years of experience as an Office Administrator or similar role

Working Hours: 40 hours per week for a full-time role, per company norms

Job Type: Full-time

Salary: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person