Job Posting for Office Administrator at Nexus Engineering Group
Come join our team and be the face of Nexus!
Nexus Engineering Group is looking for a highly motivated office administrator & receptionist to own the day-to-day operations of the firm’s headquarters located in Cleveland, Ohio. The role will also include clerical support for the Human Resources team.
This role requires a high degree of initiative, attention to detail, creative problem-solving, and a concierge-like approach to supporting our internal team and external visitors. Our ideal candidate will have a ‘can-do’ attitude, a strong ability to multi-task, have a high level of professionalism, and a desire to go above and beyond to ensure our office operates smoothly.
This is a salaried position with competitive pay, medical, dental, and vision benefits, paid PTO, and career development support like tuition reimbursement and paid training opportunities.
Front Desk Support: Keeping the front desk, lobby, and common areas neat, greeting team members and visitors, answering team member questions, answering calls, and responding to general email inquiries.
Manage Office Facilities: Serve as primary point of contact with building management, property manager, and security staff. Track facilities requests for the office suite. Oversee facilities initiatives and office moves. Keep all storage closets and common areas clean, organized, and stocked.
New Hire Set Up: Lead preparation for new hires including setting up desks, ordering IT equipment and safety supplies, and adding new hire to company databases and systems.
Meeting coordination, Interview Scheduling Travel Support: Organize company meetings including booking meeting rooms, sending calendar appointments, ordering group lunches, setting up and cleaning up meeting rooms, assisting with conference room technology, preparing & printing meeting materials. Interview scheduling and follow up support for HR team. Making travel arrangements for Nexus employees as needed (infrequent).
Inventory, Procure, & Stock Supplies: Responsible for tracking, ordering, and restocking office supplies, safety supplies, IT equipment, kitchen supplies and marketing materials. Maintain quality of supplies, cost effectiveness, and functionality of office equipment.
Office Communications & Culture: Compose and distribute office communications and reminders and maintain lobby display. Lead planning for company events, send gifts/cards on the company’s behalf, and manage listservs, phone lists, and outlook system.
IT Support & Coordination: Answers basic IT questions from Nexus staff, connect them with IT consultants, and be available to help troubleshoot IT issues with Nexus staff when IT consultants are offsite.
Shipping & Mailing: Collect & distribute mail and manage office shipping. Unbox incoming shipments and put items away.
Executive Support: Provides executive administrative support, including schedule coordination, data entry and information upkeep.
Other projects as necessary.
What does it take to be successful?
Strong customer service skills
Ability to maintain patience when dealing with team members, vendors, and customers
Strong verbal and written communication skills
Exceptional organizational and multitasking skills
Ability to be flexible and adapt to the changing needs of the business
Strong technical aptitude, including the ability to learn and teach use of company technology
4 years of office administration, executive assistant, or reception experience required
High school diploma required
Experience working in a technical or consulting environment a plus
Experience with Microsoft Office business applications and other office related products
Excellent verbal and written communication skills Experience performing data entry and managing databases
Exceptional organizational skills and strong attention to detail
Ability to collaborate effectively with all levels and members of an organization equally, while also being able to work independently as needed
The characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. While performing duties of this job, the employee will:
Must be able to lift-up to 50lbs
Occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk, and hear, and use fingers and hands to feel objects, tools, or controls.
Frequently use close vision, distance vision, depth perceptions, and the ability to adjust focus.
Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday. Occasional evening and weekend work may be required as job duties demand.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
The above statements are intended to describe the general nature and level of work to be performed. This job description is not to be construed as an all-inclusive list of all activities, duties, and/or responsibilities that are required of the employee. All duties, responsibilities, or activities may be changed, as well as additional duties assigned, at any time with or without notice.
Additionally, it is understood that this position description is not an employment contract for any particular period of time. Both the employee’s relationship with Nexus Engineering Group and Nexus Engineering Group’s relationship with the employee is completely voluntary. It is understood that Nexus Engineering Group has not and will not make promises to you regarding length and/or continued status of employment with the company.
Nexus Engineering Group LLC, headquartered in Cleveland with offices in Toledo and Houston, is a full-service, independent engineering firm focused on supporting clients’ specific project goals from concept to startup in the refining, petroleum midstream, chemical, manufacturing and utilities industries.
Nexus is made up of more than 180 professionals experienced in process, instrumentation and controls, structural, electrical, mechanical, and piping engineering and design. Our teams have the talent to tackle all sizes of projects for local and international clients seeking to design, build, and construct highly technical and functional facilities. Learn more about working at Nexus.