SUMMARY: The Office Administrator will act as a company ambassador by managing the front desk and assisting in HR-related functions. An effective Office Administrator needs to be approachable to hear the ideas and suggestions of team members, as well as, gathering information, creating solutions, and presenting and implementing action plans. We are looking for a team player, friendly and high energy individual who is comfortable with interacting with different departments and all leadership levels.
Essential Duties And Responsibilities
Responsible for welcoming visitors
Screening (do they have an appointment) and signing in each visitor.
Announcing their arrival and directing them appropriately.
Route calls to appropriate departments as needed
Open, date-stamp and distribute mail daily.
Mail to HR, Payroll and Leadership Team remains unopened, but gets date-stamped before distribution
Assist the Leadership team as needed (ordering lunches, scheduling meetings, etc)
Maintain conference rooms and breakrooms, post calendars weekly, replenish supplies; updating as required to accommodate changes.
Assist staff members with shipping packages (certified mail, UPS, FedEx and courier services)
Maintain and order office supplies, maintain inventory Getting approvals, coding correctly and forwarding receipts according to department manager.
Maintain the front desk tidy and presentable, with all necessary stationery and office supplies; Keep the appearance welcoming and inviting.
Work with HR Department on general HR duties: onboarding, orientation, desk set up and other HR projects
Translate documents when necessary/Assist in translation with our Spanish speaking employees
Credit card reconciliation
Maintain/Update Company Intranet, company boards
Be part of Our Be Our Guest Committee and assist in company events
Maintain apparel distribution and tracking
Maintain overall appearance of office building and work with facilities as needed.
Maintain building security
Experience And Education
1+ year of experience in a related role, such as, Administrative Assistant, Office Administrator, or Receptionist
Bilingual a MUST (Spanish/English)
Proven ability to be efficient, accurate, organized, and a good communicator