In this role, you will ensure the office is operating smoothly by managing the front desk, maintaining phones, processing mail, deliveries, coordinating meals, and errands as needed. As FairCom's Office Administrator you will also ensure the office is running smoothly by assisting in office management and keeping common areas such as community breakrooms, supply rooms, conference rooms, etc., fully stocked and ready for use.
The Day-to-Day
• Assist in office management, assisting the Director of Operations to ensure the offices are running smoothly and employees have reliable support and available resources.
• Accommodate and assist external guests by fielding phone calls and greeting guests who visit the office in person. Coordinate with the Director of Operations for specific assignments as it pertains to external facility vendors and contractors.
• Maintain office, kitchen, and bathroom supply levels. Organize supplies so replacement needs can quickly and efficiently be noted for future purchases.
• Assist with company-wide events such as team meetings, company-provided meals or meeting lunches, and office get-togethers.
• Help manage company vehicles, including maintenance or detailing appointments, key management, and employee use.
• Support with the shipment and receiving of company packages and mail coming via USPS or other carriers. Take certified mail to the post office when necessary.
• Maintain a professional and well-kept look to the office that includes helping keep the office decorated with appropriate holiday themes and perform light maintenance such as basic kitchen clean-up, dusting, watering office plants, etc.
• Coordinate with the IT team on all office equipment and maintain local inventory, storage, and distribution of equipment.
• Support FairCom's green initiatives, including washing reusable towels and managing laundry.
• Organize and maintain documents, files, and other critical information. This includes keeping records, confidential documents, and data organized and easily accessible.
• Organize and book travel arrangements for employees needing assistance with this need, especially employees visiting your assigned office.
• Provide administrative support for team members in the office, including helping department leaders with ad hoc administrative projects.
• Assist with admin expense reporting and budget tracking.
• Display technology proficiency by staying updated on relevant software and tools to enhance productivity, such as project management tools and communication platforms.
• Partner with Human Resources to accommodate candidate interviews within the office as well as aid in onboarding and offboarding tasks as assigned.
• Ad hoc projects as assigned by the HR Manager, the Director of Operations, and other Senior Leaders.
• Other* duties may be assigned.
• 1+ years of experience supporting Senior Leaders in an office setting.
• 1-3 years of professional phone and face-to-face interaction with the public.
• Highly organized and meticulous attention to detail.
• Ability to maintain confidentiality and apply sound judgment.
• Ability to anticipate needs and adapt to changing priorities.
• Proficiency in both Microsoft Office & Google Suite.
Position Preferences
• A formal bachelor’s degree in a business-related program
• Advanced experience working with Excel, CRM’s, and/or accounting systems.