The Office Administrator performs a variety of administrative and project related activities to provide support to the Corporate Office and the Project Department. Under general supervision performs a broad range of administrative duties for the Company. Exercising frequent independent judgment initiative and tact makes administrative decisions and takes action on behalf of the superior based on knowledge of the company’s organization policies and personnel.
Qualifications To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill andor ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
•Preparing the submittals
•Drafting the outgoing letters
•Maintaining a product and vendor database
•Maintaining and updating the Technical libraries
•Maintaining a customer database and sending greetings on occasions.
•Updating customers with new solutions after obtaining management approvals to keep customers in the loop for new solutions new projects we are working on and capable of delivering such solutions.
•Maintain all proposal presentation correspondence etc templates
•Some purchasing tasks obtaining quotes etc
•Conducting research.
•Implements project administrative tasks according to requirements.
•Ensuring we have sufficient levels of Company marketing literature and items
•Schedule plan meetings reserves and prepares meeting rooms prepares agendas when necessary.
•Meet and greet visitors so there is no one wandering around the office.
•Prepare beverages for visitors.
•Police job hunters sales people etc so they don’t get beyond the reception area.
•Central point for fax courier P.O. Box mail document deliver and collection.
•Correspondence filing and updating.
•Creating maintaining a database for all outgoing and incoming correspondence.
•Travel arrangements.
•Event organization.
•Ensure kitchen supplies are ordered every morning.
•Ensure reception area and meeting rooms are tidy at all times.
Skills
Language Skills Excellent command of English language. Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
IT Skills
Microsoft Word Expert
Excel Advanced
PowerPoint Advanced
Adobe Acrobat Advanced
Project Visio Photoshop AutoCad Advantageous but not essential
Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.