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Office Administrator

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Our healthcare marketing communications agency is looking for an Office Administrator reflective of their creative culture. This Pharmaceuticals, Biotech, and Medical Device advertising agency is in need of someone with administration, operations, and reception skills for a contract to hire opportunity! Details are below. Please apply for immediate consideration!

Job Title: Office Administrator
Duration: Contract to Hire
Reports To: VP, Accounts

Has a flair for hospitality, with a professional and pleasant demeanor, welcoming employees and guests into the office to create an outstanding first impression. A strong “force of nature” with the know-how to run the office like clockwork—smoothly and without interruption. Provides administrative support and assistance to staff on various tasks. Manages key office-related projects. Establishes strong relationships at all levels of the organization and with outside vendors.

Essential Duties and Responsibilities:

--Routes incoming calls in a timely, courteous and professional manner. Gains a working knowledge of the agency, staff, services provided, regular callers/visitors and procedures for routing new or difficult callers in a prompt and responsible manner

--Provides a unique and enjoyable experience for visiting clients; tracks visitors; ensures smooth operation

--Ensures all areas of the office are stocked, organized and presentable for business daily; including reception area, kitchen, conference rooms, lounge and office supply area

--Monitors and ensures safety of office and staff ; leads staff in emergency response

--Handles receipt and distribution of mail/deliveries, maintains postage, stocks mail supplies and prepares packages for delivery. Circulates, organizes and monitors timeliness of library publications

--Maintains office equipment (eg, paper, toner, etc); racks and orders inventory as needed; schedules

--Manages building and outside vendors associated with the infrastructure and administration of the agency and ensures timely and responsive resolutions

--Handles quality management of IT, phone and electronic systems, including use of phones, iPads, printers

--Maintains familiarity with general office procedures and resources: records/retention, forms, files and tools (eg, maps, phone lists, electronic file system navigation)

--Coordinates catering and setup for client/agency meetings

--Ideates, develops and presents concepts for office events, team-building opportunities and ad hoc projects as they arise (eg, office move) within provided budget, delegating tasks and leading teams, when

--Identifies new processes and ways to improve organization and/or execution as an office/organization and initiates the presentation and implementation of these changes

--Discretely maintains VP, Accounts schedule, raising any issues or conflicts; confirms scheduling of meetings and ensures participants are prepared

--Prepares expense reports and coordinates travel for VP, Accounts

--Assists Accounting department with filing, data entry and word processing.

--Prepares for new hires/exits; (eg, IT/phone, office supplies, coordination of HR/administrative policy)

--Assists HR department in scheduling interviews

--Provides ad hoc assistance to agency staff, including copying, filing and competitive research (eg, Dependable and strong work ethic Professional dress and demeanor Discretion and strong communication

--Computer skills: Microsoft Office (Word, Excel, PowerPoint, Outlook); Internet

--Familiarity with various office equipment (eg, phone system, printers, photocopiers, fax machine)

Education and/or Experience:
--Bachelor’s degree with 1 – 3 years of office management experience

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