Office Administrator

ROLE AND ESSENTIAL FUNCTIONS

The Office Administrator plays a central role in keeping an organization running smoothly. They are responsible for coordinating daily office operations, supporting staff, along with ensuring administrative systems are efficient and organized.

RESPONSIBILITIES AS A TEAM MEMBER

• Serve as a liaison between departments to ensure effective communication and coordination
• Prepare, run, and maintain routine and ad hoc reports to support operational tracking, leadership requests, and decision making
• Maintain organized filing systems, both digital and physical, ensuring accuracy, accessibility, and compliance with retention requirements
• Handle confidential and sensitive information, including employee, financial, and operational data, with a high level of discretion and adherence to privacy standards
• Oversee office supplies by monitoring inventory levels, stocking shared areas, placing orders, and maintaining relationships with vendors to ensure uninterrupted office operations
• Track supply usage and identify opportunities for cost control and efficiency
• Assist with maintenance and facility needs, including coordinating service requests, working with vendors, and communicating issues to appropriate internal partners
• Process invoices and expense reports in a timely and accurate manner
• Support employee engagement initiatives, including coordinating events, assisting with onboarding activities, and helping promote a positive and inclusive workplace culture
• Develop, document, and continuously improve administrative procedures and workflows to enhance efficiency and consistency
• Sorts and distributes daily mail
• Perform other office administrative duties as assigned

EQUIPMENT NORMALLY USED

• Telephone and headset, computer, multiple screens, copier, scanning system, printer, postage machine, calculator, and fax machines
• May use other office equipment as needed

PHYSICAL AND MENTAL DEMANDS

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without accommodation.

• The employee must be able to sit for extended periods of time entering data into multiple systems
• The employee is regularly required to use their fingers, hands, arms, and eyes to input data and fold and/or cut paper
• The employee may be required to answer the phone as well as respond to team members and internal customers