Office Administrator - Bluffton Office

Overview

The Office Administrator will support the Regional Director and the leadership team by coordinating office activities that support Operations.  This position oversees the staffing of and daily workflow of administrative staff, assigning responsibilities to ensure efficiency.

Qualifications

EXPERIENCE AND EDUCATION

• Associate degree in field related to the position or equivalent combination of education and work experience
• Minimum two (2) years of experience related to the position with progressive responsibility in leading and office environment.

OTHER QUALIFICATIONS

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a fast-paced environment with multiple priorities.
• Basic understanding of how to operate standard business equipment.
• Proficient with Microsoft Office Suite or related software.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain an excellent business relationship with clients, vendors, and Associates.
• Assist in payroll information consolidation for weekly submission - answer inquiries from Payroll staff and/or Associates.
• Assist with consolidation of invoices and transmission to Accounts Payable. Answer inquiries from vendors and Accounts Payable staff.
• Create and update databases and records for financial information and other data.
• Support Accounts Receivable with billing. Respond to inquiries from Accounts Receivable staff.
• Assist in making past due calls to clients, as necessary.
• Track annual pricing, including automatic pricing increases. Notify clients of pricing changes, as necessary.
• Track contract renewals dates – update Regional Director (RD) as needed.
• Responsible for requisition, distribution and tracking of petty cash.
• Perform bank deposits as needed and record properly.
• Generate and distribute weekly Division/HKS Metrics.
• Ensure all Associate communication boards are updated.
• Assist in ensuring all document logs are maintained and up to date for each division.
• Assist in drafting proposals for scope of work changes.
• Assist in drafting proposals for potential new clients.
• Assist in monitoring Fleetio and GPS of the vehicle fleet.
• Respond to all new business inquiries and client requests - communicate to Division Manager or RD promptly.
• Facilitate client concerns to appropriate operations managers.
• Plan and coordinate meetings and appointments.
• Assist in tracking due dates for Division Managers.
• Gather weekly schedules and reports from Division Managers.
• Order office and breakroom supplies as needed.
• Distribute mail/packages received promptly.
• Send outgoing mail via USPS, Fedex, and/or UPS.
• Assist in gathering weekly schedules and forecasts.
• Maintain office and breakroom to MasterCorp’s high cleanliness standards.