Office and Facilities Administrator

Administrative/ Part-time /Internship

Description

Duties and Responsibilities:

• Office and Executive Administrative Functions:

  • Ensure everything runs smoothly and to policy, this is your office to manage, from budget to vendors, to facilities, to functionality.

  • Serves as the go-to for office and remote employees

  • Support our Sr. Staff and GM with calendars, travel, and expense reports.

  • Errands for the office; lunches, catering events, office supplies, other items as needed

  • Assists in the preparation and manage site budget and expenses

  • Negotiate contracts and purchases for office equipment, lunch room, and office supplies

  • Managing PR’s through our system; reviewing and approving supply requisitions.

  • Maintains stock lists and ordering office supplies as needed

  • Handle in-coming and out-going mails

  • Prepare reports, presentations, memorandums, proposals and correspondence

  • Giving suggestions to the management on the overall functioning of the office

• Manage the facilities

  • Manage projects and sales related to logistics such as shipping and handling of goods from our suppliers/vendors, to our customers/clients, etc.

  • Work with the team on projects and business transactions from start to finish, and after sale services etc.

  • Liaison with property management and vendors for all facilities issues

  • Managethe relationship for all vendors; office tours, customer training, and other onsite events

  • Oversee the maintenance of office equipment; audio/video setups, fridge, water station, and other appliances, etc.

• HR and Event Support

  • Support interviews by setting up rooms, arranging travel, and communicating to individuals calendars

  • Help organize a variety of team events and workshops

  • Work as a member of our Event Committee

  • Training and Customer Visits

    • Help with travel arrangements; including support with schedule and route changes, possibly during non-office hours, as needed

    • Manage calendars, schedule meetings and or training, and ensure all events/training run as smooth and productive as possible

Required Skills and Qualifications:

• An Associate’s degree in business administration or closely related field or equivalent experience

• Need to have experience of at least 4-5 years in administration (not required for internship)

• Facilities and managing projects – start to finish

• Excellent oral and written communication skills

• Detail oriented and works with a high degree of accuracy

• Highly organized and flexible

• Ability to multitask and meet changing deadlines

• Knowledge and experience with event planning and coordination

• Strong MS Outlook, Word, Excel, PowerPoint skills

• Positive and upbeat personality with a willingness to step in where needed, a true team player

• Protects confidential information/documents and uses discretion in all matters

• Ability to manage multiple personalities within an ever expanding

  job role