Office Administrator

Southway Builders Inc
Baltimore, MD
Jan 12, 2022
Jan 15, 2022
Full Time
The Office Administrator performs a number of administrative support and customer service tasks to ensure efficient operation of the office environment. The ideal candidate will have a drive to learn and support others, be dependable and detailed oriented, possess strong organizational skills, and work well in a fast-paced collaborative environment.Essential Duties and ResponsibilitiesGreets and welcomes visitors when they arrive at the officeProvides visitors with information and directs them accordinglyAnswers and screens incoming calls and directs callers to the appropriate partyProcesses, sorts, time stamps, and routes mail and package deliveries in a timely mannerEnsures all mail (USPS, FedEx, UPS etc) is processed daily in a timely manner. This includes sorting, delivering and mailingInvoices: time stamped, scanned, and digitally routed to appropriate partyClient Payments: daily log of cash receipts prepared and forwarded to Controller and checks forwarded to Office Manager for bank depositManages outgoing mailMonitors and manages inventory of office supplies; orders and distributes office supplies as necessary including support for jobsites with appropriate cost codingSubmits work orders and schedules repairs for general office space and equipment; manages leasing arrangements and serves as a resource when equipment needs replacedOversee and manage company owned vehiclesAdminister monthly review and coding of American Express statementsManages conference rooms including scheduling, set up/clean up before and after each meeting, and may need to arrange catering for inhouse meetings from time to timeRegisters participants for paid events such as networking, awards ceremonies, continuining education, etc.Provides Outlook scheduling support for setting up meetings and eventsMaintains a current version of employee phone list and emergency contact list (binder and electronically)Ensures the office is maintained in a clean, tidy, stocked and presentable manner at all timesOrganize and maintain office filesAssists with insurance renewal process (auto, COIs, etc.)Supports Office Manager in special projects and office management needsQualificationsHigh school diploma or general education degree (GED) required, associate's degree preferred2 or more years of professional experience in an office environmentExcellent organizational skills, ability to prioritize, multitask, problem solve and comfortable working independentlyExceptional oral and written communication skills, including strong spelling, grammar, and punctuationProficiency with Microsoft OfficeProfessional demeanor required in handling client phone calls and visitsAbility to carry out tasks and bring projects and assignments to closureMust be committed to providing outstanding customer service and demonstrate strong interpersonal skillsProfessional attire at all times (no jeans)Strong attention to detail and accuracyProficient computer skills and ability to operate general office equipment

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