Office Administrator

Position: Office Administrator
Department: Operations
Reports to: Operations Manager
Works with: All employees and Managers, Visitors, Customers, Candidates

The Office Administrator is responsible for internal and external customer service focused on facilities and office organization administration duties. This important role is the first point of contact for employees, visitors, customers who physically come to our headquarters during business hours. Daily duties and responsibilities include greeting visitors, receiving and sorting mail, shipping, managing general office supplies and cleanliness and coordinating a variety of office activities.

Duties and Responsibilities:

• Provide customer service by greeting and receiving customers, clients, individuals seeking employment and routing these individuals to the appropriate person or department
• Answer and route phone calls, retrieving and directing voicemails
• Receive, process and distribute mail and packages to the appropriate receiver (USPS, UPS, FedEx, etc.)
• Prepare outgoing mail, shipping, monitoring of postage meter and refill as necessary
• Purchase office, kitchen and bathroom supplies from Costco/Wholesale Club. Manage Company membership to help control costs, have items delivered
• Ensure Purchasing buys HQ crew water in proper amounts on a regular cadence across the season
• Order and proof business cards for new hires and employees whose data changes during their employment
• Help with Board meeting logistics – visitors, travel arrangements, shuttles, dinner reservations, travel reimbursement processing
• Purchase food for meetings, lunches, special occasions may include buying gift cards and other giveaways
• Manage the HQ facility’s cleanliness – including the kitchen (dishwasher, coffee pots and refrigerator clean up), communicate to HQ when visitors are scheduled
• Work with Ops Manager re: seating chart, office moves, office phone set ups
• Update phone extensions, directory and email distributions lists
• Perform IT offboarding using checklist and working with Third Party IT vendor
• Work on IT and data related projects as they come up
• Ensure office equipment is in working condition at all times; work the Ops Manager to repair anything including office furniture
• Translate documents from English to Spanish as needed to ensure Corporate Communications go out in both languages
• Provide back-up to HR Administrator in processing of new hires (if needed)
• Provide back-up to Operations Manager as needed

Competencies

• Professional appearance and ability to provide customer service to a wide variety of people who walk in with an expectation of direction and/or problem solving
• Ability to speak effectively with customers, employees, vendors and other trades
• Ability to solve practical problems and deal with multiple variables in situations with limited guidance
• Ability to coordinate information system needs with management
• Ability to work independently and handle a heavy volume of work
• Ability to offer administrative support to other departments as needed

Required Qualifications:

• Bilingual speaker - English and Spanish
• High school graduate; some college is preferred in Business, Communications, Marketing (or equivalent work experience of 8-10 years)
• 3-5 years experience in an administrative support role including Office Management or Executive Assistant
• Customer Service experience handling feedback while keeping composure and solving problems under pressure
• High proficiency with Microsoft Office Suite (Word, Powerpoint), Outlook email
• Strong communication skills both written and verbal
• Strong organization, detail oriented
• Self-confident and highly motivated
• The ability to keep sensitive information confidential.
• Must be approachable and helpful.
• Basic reasoning abilities to coordinate effective completion of tasks
• Valid Driver License and clean motor vehicle record
• Able to work in the Aurora headquarters weekdays from 8:00am - 5:00pm

Work Environment:

While performing the duties of this job the position is regularly exposed to normal office environmental conditions. Noise levels in the work environment are moderate and can be high in the morning and get quieter in the afternoon. The ability to sit at a computer for long periods of time is necessary. The ability to use a telephone (landline and mobile) to assist customers and communicate with team members. Ability to sit, walk and stand for prolonged periods of time. Use computer and office equipment. We are a 100% Drug Free Company.

We offer:

• Compensation range D.O.E. $20.00 - 25.00 / hourly with limited OT available
• Medical, Dental, Vision Insurance after 90 days
• 401(k) with employer match (100% vested upon enrollment)
• Paid Holidays, Floating Holiday and PTO

Job Type: Full-time

Pay: $20.00 - $25.00 per hour