Office Administrator

Ready to work in an upbeat, growing and positive environment, maintaining an office and supporting a collaborative team? If you are highly organized, dependable, and can help maintain a smooth and efficient office environment, we want to meet you.

Job Summary:

We are looking for an organized self-starter with administrative skills to join our team.  The ideal candidate will be open to learning, able to work independently, prioritize tasks, and maintain a high level of accuracy.

Overall Responsibilities:

The Office Administrator will oversee the reception area and phones to ensure effective communication and provide office guests with a hospitable experience; manage office inventory and supplies, ensure the office is clean and organized, assist with order entry, and support other administrative functions as needed. This is an excellent opportunity for a proactive individual who is comfortable multitasking and thrives in a fast-paced environment.

Key Responsibilities

Administrative Support:

• Provide general administrative support to team members as needed.
• Assist with setting up meetings, coordinating office schedules, and handling other office-related tasks
• Prepare the office daily to include straightening up and making coffee; setting up for incoming clients

Phone and Message Handling:

• Answer phones promptly and professionally, determining caller’s needs and directing calls to appropriate departments or personnel.
• Initiate calls to clients or vendors when necessary.
• Take detailed messages and ensure they are delivered in a timely manner.

Office Supply Management:

• Monitor, inventory, and replenish office supplies
• Ensure the office and common areas are clean and organized at all times, including kitchen, break room, bathrooms, etc.

FedEx and Package Handling:

• Learn UPS and FedEx processes. Prepare packages for shipment (including labels and documentation)
• On occasion, drop off packages at the post office or FedEx location

Order Entry and PO Processing:

• Technically savvy with the ability to accurately enter purchase orders (POs) into the system
• Assist with order entry responsibilities

Skills and Qualifications:

o  Previous office administration experience is a plus, but not required.

o  Strong organizational skills and attention to detail.

o  Ability to multi-task and manage time effectively in a busy environment.

o  Excellent communication skills, customer service, both on the phone and in person.

o  Bilingual Spanish a plus.

o  Comfortable handling both routine and ad-hoc administrative tasks.

o  Proficiency with basic office equipment (phones, copiers, etc.)

o  Familiarity with Microsoft Office Suite (Word, Excel, Outlook).

o  Must be reliable, proactive, and a team player.

Physical Requirements:

o  Ability to lift and move office supplies and packages weighing up to 25 pounds

o  Ability to sit or stand for extended periods as needed

Compensation and benefits

$40,000 - $50,000 annual salary

Health, Dental and Vision insurance

Flexible Spending Account (FSA) and Dependent Care Account (DCA)

PTO

Simple IRA with 3% company match