The Office Administrator performs a broad range of administrative duties with an emphasis on front office coordination. The Office Administrator is responsible for overall front office activities, including the reception area, conference rooms, common areas, mail, supplies, and purchasing requests This individual’s primary responsibilities will include managing incoming calls, maintaining office common areas and supplies, facilitating meetings, and providing back-up administrative support to members of staff. Responsibilities will be added to this position with continued experience and growth.
- Administrative /Front Office / Office Care
- Inter-Office Communications
- Office Equipment & Systems: Daily Operations:
- Office Supplies
o Receives and screens all incoming corporate calls; directs caller to the appropriate individual and extension; takes and delivers written messages as required; directs calls appropriately through the phone system
o Manages phone system using online administrative tools
o Keeps answering service up-to-date with current client list and contact information
o Receives, greets and announces clients/guests courteously; directs them to the appropriate area/conference room
o Maintains commons areas for presentation and cleanliness (reception, lobbies, hallways, kitchen, copy areas, mail/supply areas, kitchenette, roof deck, gym, restrooms) and conference rooms
o Keeps front office and reception area neat and presentable and all times; waters plants
o Maintains standard supplies in copy areas, kitchen, kitchenette, restrooms, conference rooms
o Acts as liaison, submits and tracks all IT service ticket requests. Facilitates the ticket follow-up process and assists with finding time for the IT team to complete the service request(s)
o Assists departments with administrative tasks such as class and event registration, photocopying and scanning, document preparation and distribution, etc.
o Supports Special Event Coordinator with planning, coordination and management of internal events and activities, as requested
o Maintains and updates corporate contacts, directories, electronic files, paper files, and records, as required
o Orders and coordinates corporate meals approved by the Office Manager and as requested.
o HR assistance: job posting for open positions, coordinates interviews, endures work-spaces are cleaned supplied and set-up for new employees prior to new employee start date
o Maintains and track petty cash envelope and spreadsheet
o Order new business cards, name tags, name plates, notary supplies, etc.
o Decorates office, seasonally, as required and approved
o Facilitate the flow of all inter-office communications: late arrival, out sick, updates on white boards, service calls, etc., any information that would or could affect others within the organization
o Update calendars as required, including PTO, planning days, working off-site, etc.
o Maintain and update Pinnacle Contacts
o Filing of corporate documents: paper and electronic
o Maintain, update and distribute the Master Client List
o Maintain, update and distribute list of internal extensions and contact numbers
o Handles incoming and outgoing corporate and district mail and deliveries, including FedEx and UPS; acts as contact point for package and courier pickup; maintains postage meter and related items
o Acts as liaison / In-House Expert for Alarm System, Security Cameras, Pitney Bowes, all RICOH machines, WebEx, Conference Call System, TVs & Web Cameras, Appliances, etc. Provides training as needed
o Coordinates service calls as required and/or as requested by Office Manager
o Maintains stock and orders specialty equipment supplies: toner, ink, postage tape, postage, etc.
o Serves as point-of-contact for office supplies, including toner, paper, etc., for Loveland and Denver offices; purchases office supplies in accordance with company purchasing policies and budgetary restrictions
o Responsible for inventory and ordering of all small office equipment: desktop printers, monitors, keyboards, mouse, etc.
o Daily monitoring fleet vehicles: use, maintenance, repairs, fuel and cleanliness
Supervised by: Office Manager
Supervises: Service Vendors and Contractors, as directed by the Office Manager
Full Time Employment
2+ years in an office or business environment
Education Level Required
High School Diploma Required. Associates Degree or Equivalent Certification Preferred.