Job Title: Office Administrator
Job Description:
The Office Administrator will play a crucial role in maintaining office efficiency and supporting overall operations. This dynamic role requires a proactive and organized individual who can manage multiple responsibilities and contribute to the team's success. This role encompasses a wide range of tasks, from daily reconciliations and data entry to fleet maintenance management and IT support, as well as office upkeep and errands. The Office Administrator will work closely with various departments, including finance and executive roles.
To be considered, you should possess at least 5 years of experience working in an administrative role within a small business. We are seeking a proactive problem solver who maintains professionalism, works effectively independently, and demonstrates strong organizational skills. This opportunity is with a growing service plumbing company so your ability to be flexible is key.
Additionally, the office has a friendly golden retriever that may require an occasional walk or supervision when the Office Administrator is the only person present or meetings are extended.
Key Responsibilities:
Reconcile Time Cards: Verify and reconcile employee time cards daily and ensure they are aligned with the calendar to ensure accurate payroll processing.
Reconcile Purchase Orders (POs): Perform daily reconciliation of purchase orders to track spending and maintain budget compliance.
Support Construction Profitability Tracking: Assist in tracking project costs and profitability metrics to support financial management.
Check Mail: Retrieve, sort, and distribute incoming mail and handle outgoing correspondence.
Support with IT: Assist with basic IT support tasks, such as setting up workstations, troubleshooting minor issues, and coordinating with IT services.
Filing Papers: Organize and maintain physical and digital filing systems to ensure documents are easily accessible.
Mailing/Shipping: Prepare and manage outgoing shipments, including documentation and scheduling pickups.
Errands: Conduct errands, including returning small items to supply houses and picking up plans and permits.
Office Upkeep and Organization: Ensure the office environment remains clean and organized by taking out the trash and performing routine vacuuming.
Calendar Management: Schedule and manage meetings and appointments.
Maintain Contact Lists: Keep contact lists updated and organized.
Prepare and Review Reports: Compile, prepare, and review various reports; maintain filing systems.
Manage Office Supplies and Vendors: Monitor and replenish office supplies; liaise with vendors to ensure office needs are met.
Handle Email, Phone, and InPerson Inquiries: Manage incoming communications and direct them to the appropriate parties.
Support HR Functions: Assist with recruitment, onboarding, and expense management tasks.
Coordinate Administrative Systems: Develop and implement administrative systems for improved office efficiency.
Fleet Maintenance Management: Oversee the maintenance and management of company vehicles, including scheduling repairs, regular maintenance, and keeping records of service.
Data Entry: Perform short term data entry tasks accurately and efficiently.
Credit Applications/Expense Tracking: Manage credit applications and track expenses using Divvy cards and Shell accounts.
Onboarding Employees: Assist with the onboarding process for new employees, including paperwork and orientation.
Order Uniforms/Safety Gear: Manage the ordering and distribution of uniforms and safety gear for employees.
Manage PTO: Track and manage employee paid time off (PTO) requests and balances.
Note: This job description includes examples of tasks but is not exhaustive. Additional duties may be assigned as needed.
Qualities:
Organization: Ability to maintain meticulous organization amidst multiple projects and shifting priorities.
Initiative: Proactive approach to tasks, demonstrating a willingness to take on new challenges and learn.
Flexibility: Capacity to juggle various projects simultaneously while maintaining a positive attitude and professionalism.
Communication: Strong interpersonal skills and the ability to effectively communicate with diverse stakeholders.
ProblemSolving: Adept at troubleshooting and finding solutions independently, reflecting a self-managed approach.
Efficiency: Focus on optimizing workflow and ensuring streamlined information flow to enhance productivity.
Sense of Humor: Valued in our collaborative and supportive work environment.
The business owner appreciates individuals who can operate autonomously, demonstrating initiative and effective communication skills. A sense of humor is greatly appreciated. As an Office Administrator, your role will be pivotal in maintaining organized information flow and executing tasks efficiently to support the smooth operation of both personal and professional responsibilities.
Requirements:
Proven experience as an admin or personal/executive assistant.
Minimum of 5 years' experience working in a small business in an administrative position.
Proficiency in office management systems and software (Microsoft Office, G Suite).
Excellent time management and multitasking abilities.
Strong written and verbal communication skills.
Organized with attention to detail and problem solving skills.
Comfortable working independently and with a team.
Reliable transportation and clean driving record.
Ability to maintain confidentiality and professionalism.
Comfortable with pets and construction projects.
Must be able to lift 40 lbs
Valid driver's license and reliable transportation for running errands.
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