Office Administrator

About the role

This role requires a Bachelor’s degree with 1-2 years of relevant experience, proficiency in Microsoft Office Suite, and intermediate skills in Microsoft Excel.

Responsibilities

• Understand and anticipate office needs to address challenges before they escalate.
• Adhere to the Regional Office Administration Services Manual and keep it updated.
• Provide backup support to the administrative team, including vacation coverage or meeting support.
• Host a quarterly admin meeting and provide office updates.
• Receive and distribute all incoming visitors, manage front desk communications, and coordinate with Property Management / Security.
• Ensure the lobby/kitchen are kept tidy and answer the phone professionally.
• Exercise sound judgment to escalate communications appropriately, including media inquiries and crisis situations.
• Coordinate and distribute 100 First Security and Property Management memos.
• Log and distribute incoming packages and emails, scan items for other offices, and prepare letters/packages for shipment.
• Prepare and deliver Certified Mail, obtain post marks, and maintain the mail distribution list.
• Manage office supplies, snacks, and refreshments, order new items, and track budgets.
• Interface with vendors for food and courier services, track supply orders, and maintain the Outlook Contacts list.
• Plan and coordinate fun activities for the entire region, including social events and monthly birthday/anniversary celebrations.
• Process invoices in Yardi, create Purchase Orders, and track expenses related to office supplies, bathroom supplies, snacks, kitchen supplies, lunches, and events.
• Follow up on tasks in accordance with timelines provided by supervisor.

Qualifications

• Bachelor’s degree with 1-2 years of relevant experience.
• Proficient in Microsoft Office Suite and Excel.
• Intermediate skills in Microsoft Excel, including creating expense tracking spreadsheets and building interactive dashboards.
• Familiarity with Yardi, Concur, Stripo, and Canva.
• Exceptional quality service, effective communication, emotional intelligence, and confidentiality.
• Self-motivated, proactive, quick-thinking, flexible, and able to organize and prioritize tasks.
• Strong business writing skills, good grammar, spelling, and punctuation.
• Ability to work independently and in a team environment, gather information, and accomplish tasks with minimal oversight.
• Discretion when handling sensitive or non-public information.
• Effective communication with supervisor and ability to serve as the primary front line for all incoming communications.

Skills

• Microsoft Office Suite proficiency.
• Intermediate Excel skills.
• Familiarity with Yardi, Concur, Stripo, and Canva.
• Exceptional quality service and communication skills.
• Emotional intelligence and confidentiality.
• Self-motivation, flexibility, and ability to prioritize tasks.
• Strong business writing skills and attention to detail.
• Resourcefulness and ability to gather information independently.
• Discretion when handling sensitive information.
• Effective communication and problem-solving skills.

Benefits

The role offers a comprehensive group health benefits program, including medical, dental, vision, FSA, HSA options, Group Life & Disability, LTD coverage, and a retirement savings plan with a competitive employer match. Additional benefits include employee support programs, wellness initiatives, and commuter benefits.

Pay

The hourly pay range for this role is between $31.3942 and $36.7307, and your base pay will depend on your skills, experience, and training, knowledge, licensure, and certifications, and other business and organizational needs.

Schedule

The role is full-time, Monday-Friday, 8:30am-5pm with alternating work-from-home Fridays based on business needs.