Office Administrator Job Description Sample
At First Republic, we care about our people. Founded in 1985, we offer extraordinary client service in private banking, private business banking and private wealth management. We believe that personal connections are everything and our success is driven by the relationships we form with our colleagues and clients. You'll always feel empowered and valued here.
Incredible teams doing exceptional work, every day
Eagle Lending is responsible for student loan refinancing, professional loan programs, home equity lines of credit and small business loans. We provide high-touch service and customized products designed around our clients' needs. From refinancing student loan debt to buying a home, our team is leading the way for innovation at First Republic.
Common goals, uncommon potential
We are looking for a highly motivated Office Administrator to join our fast-growing team and serve as the face of our organization. This is a very cross-functional role supporting and working with the Executive, Talent Acquisition and Learning & Development teams. The ideal candidate will be highly customer service oriented, with excellent communication skills and the ability to multi-task and prioritize effectively.
What you'll do as an Office Administrator:
Greet visitors, provide exceptional customer service and manage room accommodations.
Support Talent Acquisition in scheduling interviews and assisting candidates.
Ensure all candidates have an excellent experience from start to finish.
Plan and help organize internal events, including team lunches, trainings, holiday parties and group outings.
Assist with scheduling and maintaining conference rooms.
Spot check conference rooms and lobbies throughout the day to ensure environments are tidy and clean for guests.
Maintain kitchen and supply rooms, including ordering items and keeping rooms organized.
Act as the point person for any office maintenance issues, communicating them to building management & internal teams.
Perform security watch during business hours for all parties entering the office.
Assist with small projects/tasks for local managers.
You could be a great fit if you have:
Excellent written and oral communication skills
A high level of attention to detail
Passion for providing extraordinary customer service
A positive and friendly attitude
Strong organizational and time management skills
The ability to work well under pressure
A collaborative and team-based approach
Own your work and your career — apply now
Are you willing to go the extra mile because you love what you do and how you can contribute as a team? Do you want the freedom to grow and the opportunity to take charge of your own career? If so, then come join us.
We want hardworking team players. You'll have the independence to learn, lead and drive change. A culture of extraordinary service, empowerment and stability — that's the First Republic way.
From the morning essentials that get us started to the office space that inspires our productivity, the Office Admin is there to make it happen. Your expertise lies in your positivity, approachability, and execution abilities in a rapidly changing startup environment ranging from top executives and real estate agents to engineers, new-hires, and interns. As Office Admin, you will be the first impression for the entire organization and play a critical role in the daily operations of the office.
At Compass You Will:
Answer and direct all incoming calls to main reception line
Provide administrative support to member(s) of the Manager team as needed, including calendaring and scheduling management, travel arrangements, and time and expense reports
Welcome all guests to the office and coordinate with host
Maintain general reception area and main conference rooms
Maintain and order necessary office supplies from appropriate vendors
Field internal and external general office inquiries
Liaise with Fed-Ex, UPS, USPS, etc for all incoming and outgoing packages
Process and distribute all incoming mail
Assist as needed with facilities management inquiries for office
Perform other related duties as requested or as responsibilities dictate
Manage internal communications including office updates and newsletters
Oversee planning and logistics associated with events and meetings
What We Look For:
BA/BS degree or equivalent practical experience
1-10 years of service experience with an emphasis on facilities, hospitality, corporate services, property management, or equivalent office management experience
Articulate and polished communication style
Friendly, warm personality
Experience in providing administrative support in a professional work environment
Experience with Google Suite is a plus
Strong organizational skills, detail oriented
Demonstrated ability to quickly learn and master new software applications
Proactive and resourceful
Experience at a startup or real estate brokerage preferred
At Compass, our mission is to help everyone find their place in the world. This means we continually celebrate the diverse community different individuals cultivate. As an equal opportunity employer, we stay true to our mission by ensuring that our place can be anyone's place.
- Remain current on relevant Department of Defense (DoD), DIA and organizational regulations, policies, and established procedures, and advise others – as appropriate – on appropriate correspondence types and actions.
- Comply with Security Markings Program classification & declassification markings, DIA Correspondence Guide, procedures outlined in the DIA Technical Editing SOP, and other relevant standards; see listing of all Governing Documents in paragraph
- Ensure consistency of expression, logical organization and development, readability, appropriate formatting, coordination of graphic materials with other document elements, and conformity of grammar and style to publication standards.
- Compose responses to internal and external taskings, talking points, official letters, memos, and replies to various communications. Process, catalog, file, and maintain paper and electronic correspondence, messages, and other documentation.
- Receive, track, log and monitor organizational tasking actions and sub-tasks.
- Sub-tasks shall include receiving actions, entering them into an appropriate record, indicating an assigned action officer as specified by the on-site technical manager, and tracking status and completion of each action. File a copy of each completed action.
- Consolidate subordinate element inputs into a smooth draft response for technical manager review and approval.
- Maintain administrative records and files; and administer records management and forms control. Records and files may include personnel rosters, training records, and other files that support unit operations. Records and files may be either/both hard and soft copy (paper and electronic files). Provide timely updates & changes to keep files and data current.
- Assist with maintaining the Office's website, primarily its SharePoint site’s contents, such as the office roster, and uploading documents.
- Documents to be edited include: incoming and outgoing letters, internal and external memoranda, policy documents, civilian awards, military evaluations and awards, briefings, fact sheets, Letter of Instruction, and Congressional Notifications. Ensure documents are properly formatted and grammatically correct.
- Correspondence includes: arrival and departure notices, military and civilian letters, internal and external memoranda, enclosures, endorsements, transmittal letters, minutes of meetings, talking papers, background papers, fact sheets, point papers, and briefing papers.
- Must have the ability and demonstrated experience ensuring the preservation of sensitive matters under discussion whether encountered directly or indirectly.
- Must have a general knowledge of the DIA organization, its mission, functions and activities; and a general knowledge of Office of Secretary of Defense (OSD), Defense agencies, Military Departments and the Intelligence Community (IC) sufficient to understand general relationships to outside activities.
- Strong oral and written communication skills; effectively communicate verbally and through written correspondence – must have solid grasp of proper grammar.
- Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Access, & Outlook (strengths in PowerPoint & Access are highly desired).
- Accurately and regularly type a minimum of 35 words per minute.
Experience: Three (3) years’ experience in administrative or operational support to a Government agency, Intel agency or DoD element. Two (2) years’ experience writing & editing consistent with or complimentary to the below job duties.
Experience Only! Five (5) years’ experience in administrative or intelligence operations support to an Intelligence Agency(ies) or a Department of Defense element; preferably supporting Collections Management, Targeting, Desk Officer, etc…Two (2) years’ experience writing & editing consistent with or complimentary to the below job duties.
Equal Opportunity Employer/Veterans/Disabled
LiveTiles is a hyper-growth, global software company headquartered in New York, with operations across several states of the US, the UK, Ireland, the Netherlands and Australia. LiveTiles software empowers companies to surface and integrate disparate business apps, resources, and files on Office 365 SharePoint and Azure. With our recent launch and integration of AI products; Hyperfish, LiveTiles Bots and LiveTiles Intelligence, we have evolved and extended the user experience to create something exceptional: The Intelligent Workplace. We have a close-knit team comprised of highly talented, passionate and collaborative people. We sit at the forefront of our industry while maintaining a fun and open environment for our team.
In this role, you will serve as the front office "go-to" person. You should be outgoing and team-oriented with a "no task too small" mentality.
The position is based in our NYC headquarters which is an open office, including ergonomic work areas and seating, lounges, and game areas. We offer a flexible work environment for our team, including employee wellness programs. In addition, we are an endorsed employer for women, and a strong advocate for diversity in organizations. We care for our employees, which is why we provide a competitive and comprehensive benefits package for our team members.
Greet guests and answer all incoming calls with an enthusiastic and welcoming energy
Send and respond to emails in a timely manner
Provide callers with information such as company address, directions to the company location, company email, company website and other related information
Relay all necessary information in a concise and accurate manner
Proactively ensure the smooth operation of the office, including purchasing supplies and maintaining equipment and cleanliness
Handle all outgoing/incoming mail and packages
Assist with organizing company events
At least two years of administrative related experience preferred
Proficiency in Microsoft Office (i.e. Outlook, Excel, Word)
Excellent organizational, interpersonal, and communication skills desired
General knowledge of office procedures
Ability to work independently in a fast-paced environment
Must meet performance standards including attendance and punctuality
LiveTiles is an equal opportunity employer and we value diversity at our company. We do not discriminate because of your race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
DCS Corp is seeking a dynamic, team oriented, energetic, customer focused, and people friendly Office Administrator to support our U.S. Army customer out of our Warren, MI location.
You will be working with a group of Engineering Managers, Engineers and Technicians, supporting our customer's daily office operations. You will use your technical and analytical knowledge and skill in evaluating a multitude of initiatives to include: supporting our U.S. Army Customer in collecting inputs and reporting out on organizational taskers; recording and distributing meeting minutes; maintaining the organization's calendar; supporting organizational OPSEC compliance; coordinating travel through DTS; coordinating training through TEDs; coordinating employee attendance and time tracking through ATAAPS; organizational financial budget tracking.
Essential Job Functions:
Provide daily Administrative Support to our U.S. Army Customer
Provide organizational support to our U.S. Army Engineering and Technical personnel to include coordinating travel through DTS, coordinating employee training through TEDs; coordinating employee attendance and time tracking through ATAAPS
Support U.S. Army Customer organizational financial budget tracking
Maintain Organizational Calendar through Outlook
Attend meetings, recording meeting minutes and action items, and distributing meeting minutes to appropriate parties
Support organizational OPSEC training and compliance
Provide advice and counsel regarding visit requests, mission travel requirements, travel arrangements, assistance to the AD/Stands.
Stay abreast of directions and instructional material pertaining to administrative practices and clerical procedures and implements new, revised, or amended procedures for such matters as correspondence, filing, mail procedures, preparation of travel orders/vouchers and security.
Due to the sensitivity of customer related requirements, U.S. citizenship is required.
Minimum Associates Degree in Business Administration or related field and 2 years of experience or Bachelor's Degree in Business Administration or related field.
Must be able to obtain Secret clearance
Experience in supporting the day-to-day office operations, ideally for a military/DoD organization
Experience in executing administrative duties within an engineering environment
Experience in contacting vendors, obtaining vendor quotations based on Engineer's specifications, preparing and processing Purchase Requests
Must possess excellent computer skills, spreadsheet proficiency, and a strong knowledge of Microsoft Office applications
Excellent oral and written communications skills
Experience with the following DoD Systems and procedures related to these systems: DTS, TED, OOO, ATAAPS
Experience with DD1149s
As administrator you will provide support to the franchise owner in areas including but not limited to scheduling, meeting arrangements, files, communication to owner in regards to staff and customers. In addition the administrator will be a key contact for customers as well as responsible for human resource duties such as maintaining employee files, benefits, screening job applicants, payroll and more. The administrator will report directly to the owner is a key member of the office team.
2-3 years office experience, a high school degree is required - some college is preferred. Knowledge of office procedure and software such as Quickbooks, dispatch software, word,excel and google docs. Must be organized, detail oriented, have the ability to multi task and prioritize tasks. We are looking for someone with all these qualifications as well as a positive, team oriented and flexible way of working
Starting pay $15/hour
25-30 hours per week
Hours and pay may increase down the road
Casual work environment
The Boeing Company is recruiting an Office Administrator in Seattle, WA. The qualified candidate will be supporting the team with heavy travel expensing and calendar management supporting multiple orgs within Seattle delivery center.
Coordinates and processes domestic and international travel arrangements, monitors designated business traveler's logistics, generates expense reports and assists in reconciling corporate credit card charges to ensure timely and accurate reimbursement and verifies payments to corporate credit cards.
Collects and compiles data to provide visibility of status for traveler's review and/or signature.
Creates, edits and maintains electronic and written communication.
Prepares reports, presentations and flow charts.
Processes incoming and outgoing communication and correspondence to ensure proper dissemination of information.
Prioritizes and schedules management-level employee time and availability for efficient use of resources.
Tracks and maintains designated conference room schedules for availability and efficient use of resources.
Plans the acquisition and maintenance of resources.
Orders and maintains office supplies.
Plans and implements logistics for internal and external events and meetings.
Works under general supervision.
Strong sense of teamwork and willingness to support over team.
Boeing is the world's largest aerospace company and leading manufacturer of commercial airplanes and defense, space and security systems. We are engineers and technicians. Skilled scientists and thinkers. Bold innovators and dreamers. Join us, and you can build something better for yourself, for our customers and for the world.
Relocation Assistance Available
No. Relocation assistance is not a negotiable benefit.
Employer will not sponsor applicants for employment visa status
Basic Qualifications (Required Skills/Experience):
High School Diploma or higher
Working knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint)
Experience in coordinating and processing domestic and international travel arrangements, generating expense reports and reconciling corporate credit card charges
Experience required using concur and able to manage high volume of travel expensing.
Experience managing leadership schedules and calendars using Microsoft Outlook
Preferred Qualifications (Desired Skills/Experience):
Experience coordinating and scheduling meetings
Ability to work across multiple organizations and levels.
High school diploma or GED and typically 1 or more years' related experience or an equivalent combination of education and experience.
This position is located in Seattle, WA and does not offer relocation assistance. Applicants must reside in area or be willing to relocate at their own expense.
Contingent Upon Program Award
The Johns Hopkins University Applied Physics Laboratory (APL), a national leader in scientific research and development, located midway between Baltimore and Washington, DC is seeking an Office Administrator.
Provide office administrative services in support of a staff of 60 Engineers.
1.Group Administrative support
Manage daily operations of the SER office by assisting the SER Staff in organizing workflow to meet deadlines, proofing/editing correspondence and generating a variety of administrative forms covering procurements, visitor security forms, shipping forms, equipment calibration and purchase orders.
2.Group Office support
Maintain and track group overhead spending plans. Book conference rooms, and provide all administrative support required by group.
4.Travel support - travel authorizations and reservations, and reimbursements for Group staff
5.Credit card reconciliation - place credit card purchases and reconcile personal and Group credit card statements
6.Group security representative - serve as Group security representative.
Note: This job summary and listing of duties is for the purpose of describing the position and its essential functions at time of hire and may change over time.
High school diploma or equivalent. Five or more years of secretarial and/or administrative experience.
Excellent written and verbal communication skills. History of building effective office relationships with staff, peer groups, and sponsors. Adept at multi-tasking in a dynamic environment.
Pleasant and welcoming personality. Excellent organizational skills. Proficiency with MS Office applications such as Excel, Word, Outlook and PowerPoint.
Demonstrated initiative and problem solving skills. Excellent interpersonal skills, ability to work with all levels of staff, use good judgment and discretion. Ability to operate in an independent manner to solve administrative problems.
Significant previous administrative experience and experience composing various administrative correspondence. Willingness to take on additional tasks.
College degree. Proficient with RMIS, Sharepoint, EBSS, PEMS and/or earned value management tools
Special Working Conditions:
The job requires very occasional lifting of test equipment, up to 25 lbs.
APL offers a comprehensive benefits package including a liberal vacation plan, a matching retirement program, significant educational assistance, a scholarship tuition program for staff with dependents, and competitive salaries commensurate with skills and experience. For more information about our organization, please visit our web site at www.jhuapl.edu.
Equal Employment Opportunity:
Johns Hopkins University/Applied Physics Laboratory (APL) is an Equal Opportunity/Affirmative Action employer that complies with Title IX of the Education Amendments Acts of 1972, as well as other applicable laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
We're recruiting for an enthusiastic and detail-oriented Office Administrator to provide support to our Sales and Production teams at our Tuff Shed Factory Store in Doraville.
DO YOU HAVE WHAT IT TAKES TO BE A SUCCESSFUL TUFF SHED OFFICE ADMINISTRATOR?
Strong customer service skills, working directly with customers, vendors, subcontractors, and sales consultants to coordinate and schedule Tuff Shed installations; ability to predict and resolve all levels of issues.
Attention to detail, preparing the daily "packs" required to install our quality products. This includes verifying orders, requesting materials, and creating purchase orders and waivers.
Acting as the first contact with our "Big Box" partner, responding to queries, managing the database, and providing assistance to our sales teams.
Consistently understanding and meeting the needs of our customers, recognizing special needs and recommending appropriate upsells.
Experience working in "trades/industries" and or the ability to learn technical aspects related to basic product design and functionality.
Ability to assist the General Manager with various front office needs as they may arise, including HR processes such as pre-employment checks and documentation, benefits management and monitoring of the employee time-tracking system.
SKILLS & EXPERIENCE
Successful prior experience working in logistics, coordination, project management, or in a similar capacity
Proven experience working in a fast-paced environment, meeting tight deadlines on multiple projects
Hands-on computer skills including Word, Excel and Outlook. Experience in JD Edwards software highly preferred
Ability to take on a role with a steep learning curve. You'll be expected to know the details about our products and discuss offers and options with our partners and customers
High school diploma or equivalent. This role will require strong math and communication skills
Must possess a current valid driver's license and a satisfactory Motor Vehicle Report
WHAT'S IN IT FOR YOU?
As a Tuff Shed Office Administrator, you'll have the opportunity to join a successful company, and be part of the growth team! We offer a competitive salary and benefits including paid vacation, paid holidays, medical/dental/vision and life insurance, and a 'Safe Harbor' 401(k) plan.
ABOUT TUFF SHED
Founded on an entrepreneurial spirit and an unwavering commitment to quality, Tuff Shed was established in 1981, and has since developed into America's largest manufacturer and installer of storage buildings and garages, having built more than one million buildings for satisfied customers. We utilize cutting edge green technology in our materials and manufacturing processes, and hold multiple U.S. Patents.
Learn more about us! Check out the Tuff Shed Website at www.TUFFSHED.com.
Interested? We encourage you to submit your resume for consideration
Tuff Shed, Inc. is an Equal Opportunity Employer M/F/Disability/Veteran.
Innosight is a global strategy consulting firm focused on helping leading organizations design and create the future. We work with them develop growth strategies, build innovation capabilities, and accelerate new growth initiatives. As a member of the Innosight team, you'll have the opportunity to work with leaders at Global 1000 companies to tackle some of the most interesting challenges in business.
The Office Administrator will oversee the day to day operations of the physical office space while also providing administrative support to an Associate Partner. The ability to efficiently multi-task and prioritize competing needs effectively will be critical for the role. This person must be proactive, solutions-focused and have a can-do attitude.
Manage the physical office space: inventory and ordering for supply rooms, kitchens, gym, outdoor patio space and business design lab.
Support office events including vendor management, responsible for set-up and clean-up
Coordinate with supply vendors and negotiate rates, manage vendor budgets
Proactively identify and address maintenance issues and regularly scheduled cleaning
Plan internal events including holiday party, summer outings, life event celebrations, town hall meetings, wellness activities and fitness classes.
Promote inclusive culture though management of social steering committee efforts; plan company wide events, host office activities, promote efforts and manage budget
Manage emergency preparedness efforts including emergency response system, maintain employee emergency contact information, AED equipment, and coordinate of fire drills with local fire department.
Coordinate office space for new hires and promote operations efforts during new hire orientation
Serve as the "go-to" person for any office related needs.
Provide back-up support for the company's aviation function, manage the use of the company two planes manage contracted pilots; oversee pilot compliance
Assist with special projects
Light calendar management
2-3 years of related experience, experience working within professional services environments preferred.
Excellent communications, both verbal and written.
Strong Problem-Solving Skills
Proficiency in Word, Excel, and PowerPoint
Must be efficient and effective in managing multiple priorities with ability to stay focused and to think on his/her feet in a deadline driven environment.
Solutions focused attitude, willingness to jump in and address anything that may arise
Professional demeanor and poise.
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