Administrative Specialist

Summary

The Administrative Specialist will be responsible for overseeing the daily operations of the office, ensuring a smooth and efficient work environment. This role requires strong organizational skills, excellent communication abilities, and a proactive attitude to handle various administrative tasks and support the team.

Responsibilities

• Serve as the face of the company and point of contact for office visitors and staff.
• Answer and direct phone calls, emails, and other correspondence.
• Maintain and label office supplies inventory, supply requests and order new supplies as needed.
• Coordinate mail distribution, including receiving and sending packages.
• Assist with check pickups, lien releases, and occasionally serving as a runner for bid bonds.
• Ensure the office environment (supply room, trash, recycling, kitchen, halls, offices, gym, bathrooms) is clean, organized, and well-maintained. Coordination with maintenance for help.
• Keep snacks, drinks, kitchen supplies stocked.
• Manage office equipment, ensuring proper maintenance and repairs when necessary.
• Prepare rooms for meetings, including arranging necessary equipment and refreshments.
• Manage office vendor relationships.
• Ensure the office complies with health and safety regulations.
• Plan and organize company events and meetings.
• Coordinate catering, travel assistance, and accommodations for events.
• Assist in setting up and breaking down event spaces.
• Schedule and coordinate appointments, meetings, and travel assistance for senior management.
• Foster a positive office culture by organizing team-building activities and social events.
• Encourage and promote a collaborative and inclusive work environment.
• Support initiatives that enhance employee engagement and well-being.

Qualifications

• Proven experience in office administration or coordination.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Strong problem-solving skills and attention to detail.