Office Administrator

Administrative Services Coordinator

Plan, direct, and coordinate administrative services for the organization in the Birmingham office. Partner with site leadership to ensure efficiency with day-to-day operations.

Key Accountabilities/Deliverables:

• Shares responsibility of being a welcoming point of contact for all visitors and employees at the front.
• Maintains office efficiency desk. Must display a customer first approach to all tasks by coordinating day-to-day operations, schedules and prepares internal and building conference rooms as requested. Along with arranging for transportation as requested.
• Assist as Company Phone Operator and fax operations by taking shifts as needed throughout the day. Ensure fax and voicemails are distributed on a timely basis.
• Assist with daily business units need including meeting agenda, planning of off-site meetings, and assisting with additional requests from business leadership.
• Act as a site lead for the facilities team. Working with the facilities leadership to meet all building and site needs.
• Monitor all security access for employees and visitors. Enforce security procedures.
• Oversee ordering office supplies, ordering/stocking of breakroom supplies, lunch ordering, copier/printer issues, general office appearance, submitting building repair requests, new employee set-up, update office name plates, etc.
• Complete all inventory tracking and expenses in coordination with all ordering.
• Assist leadership with expense reporting and travel assistance as necessary.
• Participate in social committee. Available to support occasional after-hours events.
• Maintain your onsite office presence 5 days per week, Monday Friday.
• Provide administrative support including production of memos, reports, and presentations.
• Serves as one of the fire marshals/floor wardens assigned to the office.
• Recommend changes to procedures to improve operations within the office.
• In addition to the above key responsibilities, you may be required to undertake other duties from time to time as the Company may reasonably require.

Technical Knowledge and Understanding:

• Proficient in use of Microsoft Suite.
• Phone Operator handling procedures.
• Office management.

Experience:

• Strong experience with Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong multitasking and organizational skills.
• Minimum of 3 years' experience in an administrative role supporting office leadership.
• Excellent communication skills.
• Detail oriented.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa for this position.