Office Administrator Part Time

OFFICE ADMINISTRATIVE DUTIES

• Maintain and promote company policies.
• Set up and help drive scheduling using Microsoft Outlook Calendars, including monitoring calendars and events and anticipating meeting requirements for owners, professional staff, clients and vendors.
• Create meeting agendas, meeting minutes, and action item lists.
• Respond to owners and staff needs in a timely and effective manner.
• Anticipate administrative needs and develop new tools and methods to address those needs.
• Assist in the flow of information between management, staff to facilitate monthly invoicing and payment of vendors, as necessary. Knowledge of QuickBooks is essential.
• Coordinate IT with outside vendor support and manage company passwords for LastPass.
• Website and company LinkedIn site management. Facilitate the addition of news and content.
• Coordinate incoming and outgoing deliveries and send packages, including Federal Express Shipments, domestic & international, as needed.
• Assist with office meetings and event planning, including ordering food, set-up and clean-up of events.
• Place maintenance and service calls for office equipment.
• Maintaining archived documents, which includes transferring files to storage.’
• Track, and schedule employee training and certifications.
• Assist organization and coordination of office space and storage spaces.
• Ensure that office supplies and snacks are ordered and maintained.
• Maintain all area of the office, as needed. coordinate janitorial and waste disposal/recycling.
• Phone coverage, as needed.
• Assist staff with miscellaneous tasks, i.e. drafting proposals, letters or meeting notes, scanning and printing drawings, filing paperwork and drawings, etc.

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