Office Administrator

Position Reports to: Maintenance Customer Service Manager 

Department/Location: Maintenance Department

* This position is in office M-F 8:00am-5:00pm. 

Primary Operational Objectives:

This role works closely with the maintenance team to support daily operations and deliver excellent customer service. Key responsibilities include greeting and assisting visitors, managing communications, preparing reports, supporting payroll processes, coordinating meetings, and handling administrative tasks.

The ideal candidate is proactive, detail-oriented, and highly organized, with strong communication skills and a positive, team-focused mindset. This individual thrives in a fast-paced environment and demonstrates flexibility, adaptability, and consistency in managing a variety of responsibilities.

This position involves a wide range of day-to-day responsibilities and requires the ability to work independently while managing the full lifecycle of office processes. Responsibilities include invoicing, ordering and coordinating supplies, managing meeting requests, and responding to customer or employee questions and requests. 

 Essential Job Functions: 

• Greet and assist customers, guests, and visitors in person, by phone and via email
• Communicate professionally and effectively with customers, members of management, and team members.
• Take accurate messages and distribute to the appropriate parties in a timely manner. 
• Order, track and restock office supplies
• Schedule and coordinate meetings, to include coordinating technology setup and last-minute requests. 
• Collect payments, prepare invoices, and appropriate follow-up in addition to reviewing customer accounts and invoice for accuracy. 
• Coordinate travel to include transportation, airfare, rental cars, lodging, and conference or training registration. 
• Maintain digital and physical filing systems.
• Prepare, send, and distribute mail. 
• Perform other duties as assigned.
• Comply with all safety rules and regulations. 

Qualifications:

• 5+ year(s) of administrative experience required. 
• Self-motivated, ability to organize work, set priorities, meet deadlines, and provide proper follow-up.
• Ability to work with confidential information with discretion. 
• Self-motivated with the ability to stay productive during slow periods
• Proficiency in Microsoft office
• Strong customer service background. 
• Excellent verbal and written communication skills, ability to work with diverse communication styles. 
• Proven ability to multitask in fast paced environment. 
• Maintain a positive and professional working relationship with peers, management, and support resources, with a constant commitment to teamwork and exemplary customer service.

Physical Demands:

• Prolonged periods of sitting/standing at a desk, and computer use. 
• Occasional lifting up to 25 lbs.