Administrative Specialist, Office Manager

About the role

As the Office Manager at DSV, you will oversee the administrative and operational functions of the office, ensuring smooth day-to-day operations and providing support to staff members. Your role involves managing administrative tasks, coordinating office activities, and fostering a positive work environment.

Responsibilities

• Oversee day-to-day office activities as main point of contact in reception area, and keep management informed.
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; mailing and shipping packages; and updating contacts database and employee lists.
• Managing keycards, badges, and Envoy system for visitors.
• Maintaining training records, CW1 license records, assist with employee termination.
• Aid in managing phone extensions by ensuring the reception has an accurate list of user extensions.
• Maintain the office condition & order in storage rooms, arrange necessary repairs.
• Monitor office supplies and order new stationery, supplies, furniture, appliances and electronics as required.
• Liaise with facility management vendors, including cleaning, catering and security services.
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
• Provide general support to visitors.
• Aid in the onboarding process for new hires and trainees, including mobile phones.
• Plan in-house or off-site activities, like parties, celebrations and conferences.
• Partner with HR to update and maintain office policies as necessary.
• General IT support to guide employees to the correct resource and process.
• Wellness ambassador for the Branch.
• Facilities security coordinator.
• Aid in Universal Waste and eWaste removal from the office. Dispose of old IT equipment and other related electrical equipment.
• Assist with branch participation with the Business Continuity Plan (BCP).
• QHSE program responsible if no other employee in the branch has been assigned.

Requirements

Required qualifications include a Bachelor's degree in business administration, office management, or a related field, and minimum of 3-5 years of experience in office management or administrative roles, with demonstrated leadership and organizational skills.

Qualifications

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in office software applications, including Microsoft Office (Word, Excel, Outlook).
• Attention to detail and problem-solving skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Skills & Competencies

• Supervisory Responsibilities (if any): Directly supervise administrative staff and oversee their daily activities, providing guidance, training, and performance feedback as needed.
• Preferred Qualifications: Certification in office management or administrative support (e.g., Certified Administrative Professional), experience with office management software or systems (e.g., Microsoft SharePoint, G Suite), knowledge of basic accounting principles for budget management.

Function / Market & Industry Knowledge / Business Acumen / Processes

Knowledge of the market and industry, business acumen, and processes are important but not detailed in the job posting.

Education

Preferred educational background includes a Bachelor's degree in business administration, office management, or a related field.

Computer Literacy

• Proficient in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software for scheduling, document management, and communication.

At Will Employment

Employees are hired for an undefined period of time as “at will” employees. This means that an employee may be terminated for any reason, or no reason at all, at any time, provided the discharge does not violate any law. Additionally, each employee has the right to terminate his/her employment at any time.

Pay

The expected base pay range is $26.40 – $33.00. Actual compensation will be determined based on job-related factors such as relevant experience, skills, education, certifications, and geographic location, in accordance with applicable laws and company policy.

Benefits

Information regarding DSV’s benefits offerings, including eligibility, coverage options, and plan details, is available through the DSV Benefits Showcase. Benefits, programs, and eligibility may vary by location and division in accordance with applicable state and local laws.

Equal Employment Opportunity

DSV is an equal employment opportunity employer. Candidates are considered for employment without regard to race, creed, color, national origin, age, sex, religion, ancestry, disability, veteran status, marital status, gender identity, sexual orientation, national origin, or any other characteristic protected by applicable federal, state or local law.