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Office Administrator

Job Description: Office Administrator

As Office Administrator, you keep the team and office environment hyper-organized. You serve as a Zehner brand ambassador for our staff, clients, and vendors – anyone who comes into contact with the office. You deeply value the importance of a comfortable, clean, organized working environment for the staff to optimize their efficiency, productivity, and effectiveness, and you are excited to own it! You are detail-oriented and on top of all tasks and projects for multiple internal clients and stakeholders. You are self-directed. You pitch in where needed. You see problems and solve them without being asked. You have great judgment. You maintain the utmost discretion when assisting executives or clients. In short, you are a trusted resource and key player in helping this office run.

Roles/ Responsibilities


Office Administration

  • Keeping the common areas extremely neat and well-stocked with supplies all day. Common areas include: 4 conference rooms, copy machine area, kitchen, and 3 bathrooms 
  • Maintaining the conference rooms in top-notch shape, straightening/restocking them between all meetings, to be able to host clients and candidates at any time
  • Making coffee and refilling the copy machine with paper throughout the day.
  • Handling the physical organization and inventory management of office files and supplies
  • Maintaining conference room calendars
  • Ordering supplies, lunches, etc… 
  • Help maintain files and records

Receptionist

  • Greeting visitors professionally and facilitating their visits
  • Analyzing incoming messages, mail, and memos and distributing them
  • Following up with contacts via phone or email

C-suite Executive Assistant

  • Maintaining executive calendars
  • Running errands out of the office for executives, as needed
  • Making travel arrangements for staff or clients
  • Conducting basic research online 
  • Helping teams prepare for meetings or trips
  • Using various software, including word processing, spreadsheets, databases, and presentation software
  • Provide general administrative support


Requirements:

  • In-depth ability to use entire MS Office suite
  • Good time management skills, ability to organize a daily workload by priorities
  • Must be able to meet deadlines in a fast-paced quickly changing environment
  • Must be flexible with shifting projects and priorities
  • A proactive approach to problem-solving 
  • Accurate disclosure of professional background and education 
  • Understands and complies with federal and state employment law, relevant industry standards of practice, company policies and professional standards of conduct
  • Professional presentation and communication skills, both in person and in writing (e.g., grammar, spelling)
     

 

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