Office Administrator

JOB PERFORMANCE STANDARD – OFFICE ADMINISTRATOR

SUMMARY OF FUNCTIONS:

The Office Administrator is responsible for providing general office support with a variety of clerical activities and related tasks. This office administrator is responsible for greeting visitors and delivering exceptional customer service assistance, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties to support the corporate office.

MAJOR DUTIES AND RESPONSIBILITIES:

• Welcome and greet visitors and direct them appropriately.
• Maintain a safe and inviting reception area by complying with company policies and procedures.
• Manage the conference rooms within the corporate office including the scheduling/booking for the conference rooms.
• Conduct daily rounds of the office space to clean, organize, and ensure the office is presented professionally.
• Answer telephone and voicemails and direct the caller to the appropriate associate.
• Maintain a detailed and accurate log of resident support calls and direct them to the appropriate contact.
• Receive, sort and forward incoming mail & coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Manage door access codes, suite and building keys.
• Manage electronic corporate directory.
• Responsible for the ordering, receiving, stocking and distribution of office supplies.
• Order lunch for the President.
• Assist with organizing office lunches & events including ordering/picking up break room supplies & picking up group lunches on occasion. As well as setting up training room as needed for various functions.
• Prepare materials for training classes.
• Submit building maintenance requests as needed.
• Create FedEx labels and ship materials to the appropriate property.
• Audit Facebook access.
• Update Guest Suite Listing.
• Manage High Roller prize distribution.
• Respond to social media reviews and BBB complaints.
• Book hotel rooms as needed.
• Assist in decorating the corporate office for the holidays.
• Assist with other related clerical duties such as dictation, word processing, photocopying, faxing, filing, and collating.

REQUIREMENTS:

• Possession of strong organizational skills.
• Excellent verbal and written communication skills. Possess exceptional interpersonal communication skills. Excellent telephone skills.
• Outgoing and upbeat personality.
• Proficient in Microsoft Office and Microsoft Excel.
• Ability to handle pressure of customer complaints while maintaining a customer service focus.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Able to collaborate collectively with the administrative team associates.

ORGANIZATIONAL RELATIONSHIPS:

Reports directly to the Administrative Manager. Works with team members including corporate support team, outside vendors and service providers.

OTHER REQUIREMENTS:

Hours of Work: 8:00am to 5:00pm Monday through Friday. Schedule may vary. Extended hours may be required during peak periods to meet business needs.

Travel: Some overnight travel may be required to attend company-sponsored events such as conferences, training events etc.

Physical requirements: Must be able to perform the physical functions of the position, which may include but are not limited to: ability to effectively communicate with team members, supervisors, vendors, and service providers. Must be able to see, hear, talk, sit, stand, walk, reach, climb, stoop, kneel and crouch. Must be able to lift a minimum of 60 lbs. as needed.

Experience: 6 months to 1 year of relevant experience and/or training, or equivalent combination of education and experience.

Education: Possession of a high school diploma or equivalent (GED).

Pre-Employment Testing: Drug testing and background screening. Successfully complete pre-employment psychological and basic skills exam, including interest patterns.