Office Administrator

Summary: The Office Administrator (OA) will organize and coordinate office administration and procedures.
The office administrator maintains office services by organizing office administrative operations and procedures; controlling correspondence; designing physical and digital filing systems; reviewing & approving supply requisitions; timesheet review; maintain PTO.
Maintains office staff by recruiting, selecting, orienting, and training employees in order to ensure organizational effectiveness, productivity, efficiency, and safety.
The OA is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff support and task delegation.
Experience in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.
Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
The OA will work effectively in a team environment and will interface closely with the firm Principal.
The OA will bring knowledge and creativity to the position as well as have the discipline to drive results and establish / follow fundamental processes.
The OA will be measured on all levels of responsibility including client satisfaction, documentation, and administrative functions.
The OA will establish long and short-range goals and objectives for the administrative tools and functions for business development, growth, revenue, projects and individual employee achievements.
The following are the general expectations for the Office Manager at Phasor: Roles / Responsibilities: (Additional R&R may be added) Support Principal and COO with all administrative / financial / employee relations to establish and maintain an organized and efficient organization.
*Client Service:* o Submit client surveys and analyze results.
o Provide efficient client service and communication with respective personnel.
o Exceed client expectations.
This is integral to PE operations.
o Responsive, professional, courteous, and timely service is critical to the Office Manager’s success.
o Constant, honest, and timely communications with the client and the principal.
*Responsibilities:* o Maintains office services by organizing office operations and procedures; maintain timesheet; controlling correspondence; designing physical & digital filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
o Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
o Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
o Works with COO to design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
o Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
o Assists in recruiting, selecting, orienting, and training employees.
o Assists with financial objectives by preparing scheduling expenditures; analyzing variances; initiating corrective actions.
o Contributes to team effort by accomplishing related results as needed.
o Participate in hiring activities.
o Ensures adherence to the directives of the Principal and COO.
o Provide support for business development tasks: o Briefing preparation and presentation in support of business development efforts.
*Executive Assistant Functions:* o Support Principal and COO with day-to-day activities o Make travel arrangements o Meeting / Event arrangement o Prepare reports o Financial reports o Employee data o Train / supervise support staff o Project coordination (Planner) o MAINTAIN CONFIDENTIALITY *Administrative Assistant Functions:* o Receive and direct visitors o Word processing o Create / manipulate MS Excel spreadsheets o Prepare presentations / proposals o File management o Support proposal preparation o Project report preparation *Communication / Coordination:* o Responsible for communicating with Consulting Engineers / Principal to maintain a clear / concise understanding of projects and daily business.
o Required to coordinate project activities with Consulting Engineers / Principal o Required to coordinate the activities of the staff members on the team.
o Provide input and assist COO with improvement of internal company procedures and processes.
*Qualifications:* o Associate’s or Bachelor’s degree in Business Administration or comparable o 5 - 10 years of work experience in an administrative / office management roles o Excellent interpersonal / public speaking skills o Excellent written communication o Shall have exceptional attention to detail o Strong organizational & time management skills and ability to prioritize o Must be a self-starter and driven o Experience with data analysis software o Financial planning & budgeting experience o Problem solving skills Job Type: Full-time Pay: From $35,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Flexible schedule * Health insurance * Health savings account * Paid time off * Parental leave * Professional development assistance * Relocation assistance * Retirement plan * Tuition reimbursement * Vision insurance Schedule: * 8 hour shift * Monday to Friday Application Question(s): * What are your salary requirements? Experience: * Administrative or Office Management: 4 years (Preferred) Work Location: In person