Office Administrator / Front Desk

About the role

The Office Administrative Assistant plays a crucial role in ensuring the smooth operation of the office by providing administrative, facilities, and workplace support services.

Responsibilities

• Answer door and greet visitors upon arrival and escort them to the appropriate contact.
• Cookinate conference calls, large meetings, meals, and guest setup arrangements.
• Maintain the front desk signage and office calendar and coordinate conference room bookings and hotel office reservations.
• Provide direct administrative support to HR, including calendar management, travel arrangements, and other administrative duties.
• Cookordinate travel arrangements, hotel accommodations, and transportation services for out-of-town staff as requested.
• Perform general clerical duties, including mail distribution, scanning, filing, and copying.
• Prepare and ship packages using FedEx and other approved courier services.
• Receive, sign for, and distribute mail and packages to appropriate staff members.
• Manage delivery service accounts and vendor relationships, including FedEx, Costco, EZ Cater, Navan, and other approved vendors.
• Maintain office equipment, including leasing, purchasing, maintenance, and vendor relationships.
• Oversee facilities management needs, including maintenance, safety, security, landlord relations, tenant improvements, janitorial services, and office or workstation relocations.
• Maintain office evacuation plans and coordinate employee training.
• Cookordinate new employee workspace setup, including desk assignments and business card orders.
• Assist with posting annual compliance notices and labor law posters as directed by HR.
• Manage office supply accounts, ordering, and inventory tracking.
• Maintain appropriate inventory levels of office supplies, kitchen supplies, and business cards.
• Maintain the cleanliness, organization, and functionality of the office, conference rooms, kitchen areas, and common spaces on a daily basis, including stocking refrigerators and snacks, loading/unloading the dishwasher, watering interior and exterior plants, etc.
• Order, set up, and clean up lunches, birthday celebrations, employee events, and office gatherings.
• Assist in planning and coordinating office functions, including in-house conferences, client meetings, parties, and catered lunches.
• Perform other duties and support special projects as assigned.

Qualifications

• Minimum of 5 years of experience as an Office or Administrative Assistant.
• Professional, personable, approachable and courteous demeanor.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Versatile, flexible, and willing to work within constantly changing environment with enthusiasm.
• Ability to maintain absolute discretion and confidentiality.
• Pronven ability to handle multiple projects, prioritize and meet deadlines.
• Excellent verbal and written communication skills.
• Strong organizational, problem-solving and analytical skills.
• Excellent judgement with the ability to make timely and sound decisions.
• Intermediate to advanced technical skills in Outlook, Word, Excel, Power Point, Internet and Adobe Acrobat.
• Self-motivated, driven, and results-oriented.
• Meticulous attention to detail and quality of work product.
• Ability to work effectively with cross functional teams and produce time sensitive deliverables.

Compensation and Benefits

CS Power Systems offers a competitive salary plus fully comprehensive benefits and performance bonus package based on an annual objective achievement. Our generous benefits package includes a 401(k) Retirement Plan, medical/dental/life/disability program, PTO and sick days. The pay range for this position is $80,000.00 - $95,000.00 USD. This range represents annual base salary only, without regard to location, and does not include bonus or other incentives or benefits that may apply. The pay range for this role is subject to change.