Office Administrator - Towson
1 day ago
Job description
Position Summary and Purpose:
The Office Administrator is primarily responsible for managing day-to-day office operations, completing administrative tasks, and ensuring the office runs smoothly.
Responsibilities and Essential Functions:
Reception Desk:
Acts as point of contact for all staff, guests and visitors ensuring friendly and professional acknowledgment and efficient handling of activity; effectively manages door traffic and knows in-office presence of staff; provides customer service, responds to and serves as the gatekeeper via phone and email for inquiries of staff, guests and visitors.
Office and Supplies:
Monitors, orders, organizes, and maintains control of all Headquarters office, kitchen, and apartment equipment, furniture and supplies as needed; maintains inventory of USPS and FedEx mailing supplies; works closely with Donor Services Assistant regarding supplies, when needed.
- Office Administration, IT, and
Telecomm Support:
Coordinates the process of document storage at the IOCC storage facility, office equipment acquisition and maintenance with vendors; liaises with property manager and management of the overall organization of the HQ office, and IOCC rental apartment; manages HQ phone system and cell phone service; oversees kitchen cleaning and recycling rotation schedules; offers discreet support and management of specific items or tasks as requested by the executive team or the Sr.
Project Coordinator; serves as primary contact for help desk tickets and serves as liaison with IT Consultant regarding equipment and technology needs.
Filing, Information Coordination and Communication:
Facilitates all incoming calls and emails professionally using approved language and sends sensitive subjects to the Communications department for review; oversees, distributes and maintains all incoming correspondence including email, postal mail, and fax; prepares phone extension list; oversees and prepares outgoing mail and packages for all departments, including inbound and outbound packages between HQ and field; maintains and distributes monthly global staff lists.
Calendar and Travel Coordination:
Assists with travel arrangements for the Directors, Headquarters staff, visiting field office staff and other business associates, when needed, including coordination with field offices; handles all travel related visas; supports and handles car transportation needs; management of the off-site apartment including the coordination of calendars for IOCC apartment usage and/or hotels for visiting HQ staff.
Administrative Tasks:
Handles office purchases, including research and documentation (ie: purchase orders, expense reports), deposits donations; maintains cash receipts journal; mails accounts payable checks according to procedures; maintains selected online subscriptions; handles all vetting requests for IOCC field offices and HQ vendors; supports Human Resources with creating new hire access and setups; writes and completes simple correspondence for Directors; handles the apostilling of documents; serves as a back-up for selective tasks for the Senior Project Coordinator, when requested.
Minimally Required Knowledge, Skills and Abilities:
- Organization, Planning and Multi-tasking: Well organized; ability to maintain office orderliness; proven ability to set priorities, meet tight deadlines and multi-task with minimal supervision; proven ability to coordinate multiple activities quickly and efficiently; ability to observe standard office policies and procedures.
Self-Management and Teamwork:
Ability to work independently or as a member of the team; ability to be detailed-oriented and consistently accurate; ability to manage stress effectively in a fast-paced and changing environment and contribute to problem-solving; and ability to quickly learn and fully support old and new systems, processes and procedures.
Relationship Management:
Interpersonal skills and ability to collaborate well with others; sensitivity to cultural conditions, church practices and hierarchy.
Communication:
Proficient oral and written skills using different forms of media; professional telephone etiquette; provides continuous proactive verbal and/or written status updates of tasks.
Software Applications and Telephone:
Advanced knowledge of Microsoft Office applications, intermediate IT troubleshooting knowledge; competent in internet applications and other programs; effective telephone management and multi-line handling.
Customer Service Skills:
Proven customer service skills, for both internal and external customers at all levels.
Confidentiality:
Proven ability to maintain confidentiality on work-related issues and maintain a high degree of professional etiquette and decorum.
Minimally Required Education, Experience, and Training:
- Associates degree and 5 years of related experience, OR
- Completion of a high school diploma plus 7 or more years of experience that yields the minimally required KSAs
- Experience working in a professional or corporate office environment
Physical Requirements and Working Environment:
Travel required: 10% or less
- Reliable transportation to drive for specific work tasks
- Full time in office work Monday - Friday
- Standard office environment
- Talking on the phone and using a computer and keyboard for long periods of time
- Frequent bending, kneeling, standing, sitting, lifting up to 25 lbs. and walking/standing for extended periods of time
- Dexterity to operate general office equipment
- Infrequent weekend and evening work may be required
Note:
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
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