Office Administrator

About the role

The Office Administrator will be responsible for the front desk and general office duties, assisting with invoice coordination, business expense processing, and supporting the administration and management staff in various states while always cultivating and maintaining positive business relationships.

Responsibilities

• Prepare and process all expense reports, per diems, reimbursements & personal mileage reports.
• Aid with the flow of the OnBase invoice system.
• Maintain the organization of various files and project documents.
• Reconcile vendor statements and expense statements.
• Aid in tracking contracts, purchase orders, and subcontracts with the administration team.
• Provide front desk support, greet visitors, answer, and direct incoming calls, as well as take messages.
• Aid in general office duties, including making copies, scanning documents, and mailing.
• Aid in ordering and organizing office supplies.
• Open, sort, distribute incoming mail, and prepare outgoing mail with the correct postage.
• Perform other duties as assigned.

Supervisory Functions

This position does not have supervisory responsibilities.

Knowledge, Skills, & Abilities

• Knowledge of basic administrative skills and ability to perform related tasks.
• Excellent analytical and technical skills.
• Strong project management and organizational skills.
• Effective time management.
• Strong oral and written communication skills, and ability to multi-task.
• Teamwork and collaboration.
• Proficiency in using standard business computers utilizing Microsoft Office Suite.
• Ability to learn new applications.
• Understanding of the Company’s Standard Operating Procedures (SOPs).
• Basic math skills: addition, subtraction, division, multiplication, and finding percentages.
• Business ethics with customers, vendors, and co-workers.
• High level of accuracy.
• Resourcefulness in assisting management & co-workers.
• Reading and interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Writing routine reports and correspondence.
• Professional appearance.
• Safety and efficiency in operating a motor vehicle.
• Adaptability to schedule and design changes.
• Occasional overtime for immediate field support or bid processing.

Minimum Qualifications

• High School Diploma or equivalent required.
• Previous office administration experience preferred.
• Administration construction and marine experience preferred.
• Valid state driver’s license and be qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
• Ability to pass a drug, driving and background screenings.

Preference Statement

Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO Statement

Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status.

Reasonable Accommodation

It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.