Position: Office Administrator

Reports to: Executive Assistant

Position Location: Company HQ in Suburban Philadelphia, PA - Onsite Full-Time

The Office Administrator is responsible for assisting with day-to-day operations of a fast-paced, energetic, and growing mid-size company. The Office Administrator will handle all office-related needs, to nurture Company culture through planning and executing Company events, and to maintain a polished and well-functioning office environment. They will act as a point person for employee requests, interface with facilities vendors, handle shipping and receiving, and maintain inventory of office related supplies. The ideal candidate has a strong focus towards customer service, as they will be the face and voice of the company to customers, vendors, and employees.

Area of Responsibility

1

Operations & Team Support

50%

2

Facilities & Infrastructure Management

50%

(1) Operations & Team Support

  • Provide ad hoc administrative support to entire organization as needed
  • Plan and arrange meetings and conference calls, ensuring appropriate technical arrangements are in place and all necessary information distributed to appropriate parties in advance
  • Coordinate lunches for meetings, as needed
  • Troubleshoot and communicate potential calendar conflicts, prioritize inquiries and requests, make judgments and recommendations to ensure smooth day-to-day engagements
  • Assist with shipping and receiving various office materials, while considering time and costs
  • Plan, coordinate, and facilitate internal and external Company events, meetings, conferences; flexible in attending after-hours work events a few times per year to act as a point person and ensure the events run smoothly
  • Organize and maintain documents and folders in cloud-based document management system
  • Assist with travel arrangements such as booking flights, cars, and hotel
  • Respond to complex inquiries from all levels of employees or external sources
  • Assist with special projects, presentations, and correspondence
  • Responsible for all clerical functions including reception and mail service
  • Administer and manage employee access to building via key fob’s

(2) Facilities & Infrastructure Support

  • Order, stock, and maintain inventory including office supplies, snacks and beverages, restroom supplies, and cleaning materials; track and manage spending to keep costs low
  • Order and maintain inventory of company products for marketing and employee rewards
  • Organize, manage, and maintain physical office and workstations
  • Support Finance team with credit card reconciliation and receipt management
  • Support Executive Assistant with expense reports for key executives
  • Ensure that the office is kept tidy, presentable, and welcoming, with additional attention to high circulated areas such as the kitchens, the reception area, and meeting rooms
  • Ensure cleaning service is performing to expectations
  • Handle all maintenance requests to ensure the office is always functioning well

Required Skills & Qualifications:

  • Bachelor’s Degree or equivalent experience
  • Minimum of 1+ years of Administrative Support experience
  • Excellent written and verbal communication skills with professional polish
  • Maintain complete confidentiality of all sensitive information and documentation
  • High level of customer service, attention to detail, and organization
  • Perform responsibilities in a fast-paced environment
  • Ability to manage time effectively without supervision and to organize, prioritize and deliver tasks and projects with a sense of urgency
  • Authorized to work within the United States
  • Ability to work in Chadds Ford, PA office location

Preferred Skills & Qualifications:

  • Proficient in Microsoft Office suite including Microsoft Word, Excel, Outlook, and PowerPoint

Key Relationships

Internal Interactions:

  • All employees

External Interactions:

  • Candidates
  • Board Members & Investors
  • Consultants
  • Vendors
  • Landlord

Cultural, Behavioral and General Characteristics

  • Integrity
  • Collaborative
  • Work standards/high work ethic – initiative and drive
  • Innovativeness & creativity
  • Self-sufficient, self-driven, self-motivated (work with minimal supervision): figure it out
  • Ability to think through complex issues and solve problems
  • Desire to share information and support a transparent culture