Office Aministrator

Located in Aberdeen, WA

Salary: 19-20.00

Office Administrator — Job Posting

Position: Office Administrator
Employment Type: Full-Time
Location: Office / Home Office

Position Summary

We are seeking a highly organized, dependable, and detail-oriented Office Administrator to support daily office operations, administrative functions, facilities coordination, and senior staff. This position plays an important role in maintaining a clean, organized, and efficient workplace while providing timely support to employees, visitors, customers, and management.

The ideal candidate is proactive, professional, discreet with confidential information, and comfortable managing multiple priorities with minimal supervision.

Key Responsibilities

 

Administrative Support

• Answer and direct phone calls, take messages, and assist customers with questions and requests.
• Greet and assist visitors to the office.
• Maintain an orderly office environment across both floors of the home office.
• Perform filing, typing, copying, scanning, printing, emailing, binding, and other clerical duties.
• Assist with gathering and preparing documents for audits, reporting, and other company requirements.
• Assist office and shop personnel with administrative requests as they arise.
• Assist with updating and publishing crew lists.
• Produce and distribute correspondence, memos, letters, forms, and other company communications.
• Provide information and direction by responding to questions and requests thoroughly and promptly.
• Resolve administrative issues as they arise.
• Maintain and distribute company communications lists.
• Maintain Outlook holiday, vacation, and birthday calendars.
• Distribute the annual holiday schedule to employees.
• Handle sensitive and confidential information appropriately.

Mail, Packages & Financial Administration

• Pick up, receive, sort, and distribute mail and packages.
• Coordinate prompt pickup of packages after delivery so packages do not remain in public-facing areas.
• Deposit cash and checks daily.
• Provide the Controller and Contract Manager with appropriate supporting documentation for deposits.
• Manage the annual records-retention initiative according to guidelines established by audit partners, including boxing, labeling, storing, transportation, and disposal of records.

Management & Executive Support

• Manage senior staff appointments and coordinate conference calls, meetings, rooms, transportation, couriers, and other logistical needs.
• Organize travel arrangements for senior management and field personnel.
• Organize, schedule, and reserve space for company events.
• Coordinate meetings and ensure conference rooms and related resources are prepared.
• Oversee and supervise the work of junior staff, including seasonal and summer office employees.

Technology & Communications

• Manage the company phone process, including new phone orders, activations, deactivations, disposals, setup, and basic troubleshooting.
• Work with the company's IT consultant and leadership team on website maintenance and updates.
• Assist employees with basic office technology and equipment needs.
• Maintain accurate company communication and contact lists.

Workplace Organization & Process Improvement

• Conduct regular office inspections and address supply, cleanliness, or organizational needs.
• Send weekly reminders regarding proper labeling and disposal of food in the office refrigerator.
• Coordinate recycling and shredding activities.
• Ensure recycling and shredding are handled promptly when bins are full.
• Reach out to employees to determine whether they need office supplies or administrative assistance.
• Drive efficiencies by identifying and implementing thoughtful process improvements.
• Maintain organized supply areas, administrative files, and common spaces.

Office & Facilities Administration

• Ensure food and drink provisions, utensils, napkins, and other housewares are fully stocked.
• Maintain kitchen cleanliness, including countertops, coffee maker, toaster oven, microwave, sink, and dishes.
• Clean up spills, food leftovers, and other kitchen messes.
• Check kitchen trash, recycling, and newspapers; remove and replace bags as needed.
• Regularly inspect refrigerators and remove expired or unlabeled food and condiments.
• Coordinate weekly janitorial services and quarterly carpet cleanings.
• Maintain clean and organized conference rooms by wiping tables, arranging chairs, removing trash and papers, and ensuring the room is ready for use.
• Ensure conference room equipment, including the television, is turned off at the end of each day.
• Check office trash and recycling bins and remove contents as needed.
• Ensure no food is left in office trash cans overnight.
• Maintain organized supply areas and general office spaces.

Office Supplies & Equipment

• Maintain inventory of office supplies by monitoring stock levels, anticipating needs, ordering supplies, verifying deliveries, and keeping storage areas organized.
• Restock printer paper and monitor paper supplies throughout the building.
• Monitor office supplies such as paper, pens, notepads, and other materials and place orders as needed.
• Place food, beverage, office supply, Amazon, and Staples orders as needed and coordinate delivery logistics.
• Ensure proper operation of office equipment by coordinating preventive maintenance, repairs, equipment inventories, and related needs.
• Assist employees with printing, scanning, faxing, copying, binding, and mailing.
• Coordinate printer toner recycling as needed.

Qualifications & Skills

• Strong organizational and time-management skills.
• Excellent attention to detail.
• Professional and courteous communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong problem-solving and follow-through skills.
• Ability to work independently and take initiative.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office and Outlook.
• Comfortable learning and managing office equipment and technology.
• Strong customer-service and interpersonal skills.
• Previous office administration, executive assistance, or administrative support experience preferred.

What Success Looks Like

The successful candidate will help ensure that the office operates smoothly, supplies and facilities are consistently maintained, administrative requests are handled promptly, and employees and visitors receive professional and helpful support.

Additional duties may be assigned as business needs require.

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