Office Administrator

Strategic Services Support

• Coordinates with IT regarding computer issues, system upgrades, setups
• Coordinates with HR regarding On/Offboarding, Interviews, Employee Events/Gifts
• Coordinates with Accounting regarding office invoices, credit card statements, budgeting

Operations

• Welcome clients, guests, and visitors to the organization with a friendly and professional
  demeanor
• Answering multi-line phone system (screening/transferring all inbound and interoffice calls for all
  offices)
• Coordinates facility management needs (snow removal/office cleaning/security maintenance/
  general building maintenance)
• Coordinates with vendors to order office supplies/equipment
• Distributes/prepares incoming and outgoing mail/packages (mass mailings)
• Schedules meetings and webinars, arranges meal requests, prepares conf./training rooms,
  arranges lodging and travel needs for employees
• Leads the planning and execution of Conferences, Community, and Company events
• Runs office/project related errands, as needed
• Upholds brand standards (project folder structure/naming, processes

Project Coordination

• Format/edit/proofread correspondence (letters/reports/forms/templates/etc.)
• Leads project manual setup (front ends/specifications/reports/etc.)
• Creates compiled documents for plans, specifications, reports, etc.
• Manages online bidding process (advertising/uploading/distribution/bid opening)
• Construction Contract Administration
• Prepares Contracts and ensures contract is fully executed between Owner and
  Contractor
• Prepares financial workbook docs for projects
• Ensures appropriate Construction documentation is managed (change orders/work
  orders/punch lists/etc.)
• Performs Project closeout
• Leads project production (printing/binding)
• Exercises independent judgement on basic or moderately complex issues regarding job.
• Other Duties as Assigned

QUALIFICATION REQUIREMENTS

• Associates degree in a related field or equivalent combination of education and experience
• Five years administrative support experience in a professional environment
• Experience with multi-task responsibilities with limited direct oversight within established
  guidelines.
• Preferred experience with project coordination with multiple, large projects occurring
  simultaneously
• Experience with financial/accounting software preferred
• Experience with budget and performance tracking and analysis preferred
• Proficient in Microsoft 365 and Adobe Suites
• Excellent time management and organizational skills with a proven ability to meet deadlines
• Excellent interpersonal and customer service skills; ability to connect with many stakeholders
  and provide a warm and professional experience for those stakeholders
• Excellent verbal and written communication skills
• Ability to maintain confidentiality of company information
• Ability to perform a variety of technical service/support duties that require specialized
  knowledge.
• Ability to perform tasks with little instruction on day-to-day work; majority is self-directed.