Office Administrator

Position Title: Office Administrator

Reports To: President

Position Summary:

This role reports directly to the President and is assigned tasks related to both administration and operations and wherever else needed. The position is responsible for executing assignments for the President and work effectively with leadership and the bookkeeping team. As an Office Administrator, you will be responsible for managing the daily operations of the office. You will manage phone systems, develop training programs for new employees, maintain records and files, and ensure that the office runs smoothly. The ideal candidate will have experience in office management or administration, team management skills, proficiency in Microsoft Office Suite, excellent communication skills, and a positive attitude. We are looking for someone with an eye for organization and process and understands how important this role is to our office operations. If you are looking for a challenging and rewarding career in office administration, we encourage you to apply today!

Duties and Responsibilities:

• Daily communication and coordination with both the Canadian and US teams
• Answer and direct phone calls using a multi-line phone system
• Manage office calendar and schedule appointments
• Maintain and organize files, both physical and digital
• Ensure phone etiquette is professional and courteous at all times
• Serve as the point person for maintenance, cleaning, mailing, supplies, equipment, errand, etc.
• Organize the office layout on a daily basis, as well as for special meetings and events
• Track office supply levels on a regular bases and order restocks as necessary
• Organize office operations, processes, and procedures. Uphold processes, and develop new ones as necessary
• Coordinate with IT department on all office equipment needs
• Provide general support to visitors
• Be a part of Office Administration and workflow
• Execute projects as assigned by the President
• Special event management/execution
• Interpret and analyze qualitative and quantitative data where assigned
• Build relationships with key support personal of executives and clients

Human Resources Duties and Responsibilities:

• Partner with HR to update and maintain office policies
• Assist with the development and implementation of all training and hiring plans
• Research, develop and compile the information required for Employee Binders and Handbooks and maintain and update on an on-going basis
• Facilitate initial orientation of all new team members in coordination with their direct reports, assist in onboarding process
• Process all paperwork for each new hire
• Record and report on all time off requests
• Occupational and Health Safety Reporting
• Coordinate and integrate US/CAD HR efforts and overview
• Health & Safety compliance officer
• Maintain employee information records and files
• Monitor employee performance and provide information, guidance, and support
• Ability to follow through on HR projects assigned and follow through with goals outlined

Accounting Duties and Responsibilities:

• Managing incoming and outgoing mail, including Passover to bookkeeping for Accounts Payable/Accounts Receivable with appropriate data
• Data entry where applicable
• Be an active part of the Transformation Team and new business development

Accountability:

• Accurate and timely scheduling results in good customer service and repeat business
• Good rapport with print representatives results in efficient work order completion
• Good office protocol ensures good customer relations
• Maintain good client relationships results in repeat business
• Maintain a good public image for Douglas Marketing Group

Experience and Skills:

• At least 2 years in an Office Administrator or Similar role
• At least 2 years experience working with Human Resources initiatives
• Basic knowledge of Accounts Payable/Account Receivable preferred
• Proficient in Microsoft Office Suite and other office software programs
• Self-starter
• Great leadership and project management abilities
• Analytical and strategic thinker
• Solid written and verbal communication skill
• Solid situation analysis and decision-making ability
• Ability to work under pressure and deadline
• Strong multi-functional organizational and planning skills in a fast-paced environment
• Able to show initiative and take advantage of opportunities
• A team player who works cooperatively with the rest of the team
• Ability to work independently as well as on a team
• A creative mind with an ability to suggest improvements
• Attention to detail and problem solving skills
• Excellent time management skills and ability to multi-task and prioritize work
• University or College Degree
• A passion for technology, emerging media and creative
• Strong presentation and communication skills

Benefits:

• Competitive salary based on experience level
• Health insurance coverage options available
• Paid time off for vacation, sick leave, and holidays
• Working with industry leaders
• Welcoming team excited to meet you!

Job Type: Full-time

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Office Administration: 2 years (Preferred)

Ability to Commute:

• Troy, MI 48084 (Required)

Work Location: In person