Office Administrator Job Description Sample
Kenjya-Trusant is seeking a candidate to fill the role of Office Administrator to support the Bureau of Oceans and International Environmental and Scientific Affairs (OES/FO).
Clearance Requirement: Active Secret - required at time of application
DUTIES AND RESPONSIBILITIES:
- Represent the Senior Advisor by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary.
- Forward assignments to appropriate staff members.
- Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
- Applies overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate.
- Maintain Senior Advisor’s calendar and schedule meetings, both internally and externally, and speaking engagements
- Ensure time and attendance on TATEL is accurate.
- Serve as the Travel Arranger for FO individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
- Assist in orienting and on-boarding new Bureau employees, including through regular outreach to individual offices and the EX team to know of new arrivals.
- Assist in data entry for annual performance evaluations of staff via ePerformance software system
- Guiding FO procurement of office supplies.
- Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis.
- Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors in to the suite, and escorting visitors for the FO and others as appropriate within the building.
- Run errands related to State Department business as necessary. Photocopy and fax documents.
- Track travel and office expenses as needed
- Make repair, cleaning, and physical maintenance requests as necessary.
- Provide escort to char force as appropriate.
- Maintain business contact lists (e.g. by scanning business cards and maintaining database of contacts) for the PDAS.
- Assist in developing and maintaining the Bureau Sharepoint website.
- Proofread and properly format papers submitted for FO review
- Ability to work under pressure with short deadlines.
- Exercising independent judgment and assist in providing technical assistance in performing and executing most duties.
- With, assistance help to makes recommendations to promote efficiency and productivity and fulfill mission requirements.
- Processing time and attendance via TATEL.
- Arranging for staff travel through the E2Solutions travel management software system.
- Assist in managing the Senior Advisor’s performance management process and yearly staff evaluations, including through the ePerformance software system.
- Procuring office supplies via Ariba system Scheduling meetings and ensuring appropriate calendar accuracy. General word-processing and other office support functions
We are looking for a reliable Office Administrator. They will undertake administrative tasks, ensuring the entire office and associated staff has the support to work efficiently and stay focused.
The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth.
- Coordinate office activities and operations to secure efficiency and compliance to company policies
- Manage collections from customers, paying vendors and other duties related to cash collection and management.
- Manage agendas/travel arrangements/appointments etc. for the upper management
- Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support budgeting and bookkeeping procedures
- Create and update records and databases with personnel, financial and other data
- Track stocks of office supplies and place orders when necessary
- Submit timely reports and prepare presentations/proposals as assigned
- Support the onboarding of newhires
- Assist colleagues whenever necessary
- Proven experience as an office administrator, office assistant or relevant role
Outstanding communication and interpersonal abilities
- Excellent organizational and leadership skills
Familiarity with office management procedures and basic accounting principles
- Excellent knowledge of MS Office and office management software (ERP etc.)
- Qualifications in secretarial studies will be an advantage
- High school diploma; BSc/BA in office administration or relevant field is preferred
Competitive salary and ownership equity
Health, vision and dental benefits
Flexible work hours and 15 days PTO
Job Description: Strategic Solutions International is seeking a candidate to fill the role of Office Administrator to support the Bureau of Democracy, Human Rights and Labor, Office of the Assistant Secretary (DRL/FO) DUTIES AND RESPONSIBILITIES: Represent the SE and SRILA by monitoring and reviewing all incoming and outgoing correspondence/action and determining the proper action to be taken, with consultation only as necessary. Forward assignments to appropriate staff members. Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives. Applies overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Office Director when appropriate. Maintain SE and SRILA’s calendars and schedule meetings, both internally and externally, and speaking engagements. Ensure time and attendance on TATEL is accurate for SE and SRILA’s direct reports and other FO staff as needed. Serve as the Travel Arranger for the SE, SRILA and other FO individuals as necessary, including preparing travel authorizations, obtaining visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts. Assist in data entry for annual performance evaluations of staff via ePerformance software system Guiding procurement of office supplies. Keep office phone lists, safe combination information, and other internal information up to date and distributed on an as-needed basis. Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors in to the suite, and escorting visitors for the SE, SRILA, and others as appropriate within the building. Run errands related to State Department business as necessary. Photocopy and fax documents. Track travel and office expenses as needed QUALIFICATION
Arranging staff travel through the E2Solutions travel management software. Managing the SE and SRILA’s performance management process and yearly staff evaluations, including through the ePerformance software system. Procuring office supplies via Arriba system. Scheduling meetings and ensuring appropriate calendar accuracy. General word processing and other office support functions.
Exercising independent judgment in performing and executing duties. Making recommendations to promote efficiency and productivity and fulfill mission requirements. Processing time and attendance via TATEL.
To be determined.
This position requires an active Secret clearance.
Boeing is hiring an Office Administrator to support the ASC2 Engineering team. The position is located in Oklahoma City, OK.
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.
Manages and organize customer meetings, presentations and visitor request, and support on-site and remote meeting logistics.
Coordinates and manages weekly and monthly status reports and program reviews between the engineering teams.
Works under general supervision.
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.
This position requires the ability to obtain a US Security Clearance, for which the US Government requires US Citizenship.
Basic Qualifications (Required Skills/Experience):
Proficient in MS Outlook
High school diploma or GED and typically 1 or more years' related experience or an equivalent combination of education and experience.
Contingent Upon Program Award
As an Office Administrator-Field you will perform all administrative duties for a Goodyear Commercial Tire & Service Centers Commercial Tire Center. Responsibilities will include the following, but will not be limited to:
Billing, credit and collection.
Handling location purchase orders.
Ensuring inventory is secured, stored and only accessible to the associates in accordance with company guidelines.
Maintaining work flow and organization to ensure maximum productivity.
Assisting in maintenance of personnel records in compliance with federal and state regulations, company policy and OSHA regulations and safety requirements.
Filing and other administrative duties.
Reviewing daily sales reports any significant changes in gross profits, inventories and potential bad debt losses.
Maintaining control of all center assets and inventory.
Providing "Service Excellence - Always" to meet the service goals of the location and of customers.
Answering telephones to talk to internal and external customers.
Opening and closing work orders.
Quoting tire prices, including trade-ins, accurately.
High School Diploma or GED preferred (Two year Associate Degree is desired).
At least one year of previous administrative experience in a customer service environment is preferred.
Good oral and written communication ability.
Must be familiar with general financial and management concepts including cash management, credit & collections, billing & receiving functions, inventory management, accounts payable, and P&L functions.
Must be familiar with computers, including Microsoft Office (Excel, Word, Outlook) and related programs.
Interested in a career where you can make a difference? As an Office Administrator, you will be an important part of our Stratford School Campuses.
Now is your opportunity to join our talented team at our Sunnyvale Campus!
Our Office Administrators work collaboratively with the entire staff at our campus to support the front office needs. You will work with people who are trained, energetic and driven for our overall business which is our students. Each day you play an important role in ensuring a safe, comfortable environment for our students and staff.
A little about us
Our vision began in 1999 with a passion for teaching and learning, and a desire to create a unique educational experience for children. Today, Stratford School's formula for success lies within its unique combination of high academic standards, culture of caring, and passionate faculty who foster curiosity and achievement in each student. Stratford School provides an unparalleled, balanced education where children are inspired to be creative problem-solvers, innovators, and leaders.
The spirit of Stratford is embodied in our philosophy of "summa spes, summa res," meaning, "highest hopes, highest things." We believe all children can achieve when given the opportunity to succeed.
A little about you
You have the ability to adapt well to change and take on challenges that come up in your position from day to day. You are very approachable and enjoy working with people.
You are known for working on variety of tasks at one time and following up with your customers is your priority. You look for solutions to problems and approach your work by rolling up your sleeves and getting the job done. You thrive in a startup environment where working a variety of hours to support the growth of the campus is necessary.
A typical day
There is no typical day! Your flexibility and attention to providing excellent customer service keeps things running smoothly.
When needs or requests come up, your problem solving and critical thinking skills are required for you to determine which task takes priority. Knowing that that we all work together to contribute to the success of our students you exercise solid judgement when supporting your team. While maintaining positive working relationships with your campuses staff and building positive parent relationships, your days fly by.
A successful candidate must have strong communication skills both verbal and written. Attention to detail and the ability to remain calm in stressful situations keep the office environment relaxed and positive. People skills are an essential element for our Office Administrators.
Our applicants should have completed a minimum of a High School Diploma or GED.
With a mantra of Empowering Human Potential, Hanger, Inc. is the world's premier provider of orthotic and prosthetic (O&P) services and products, offering the most advanced O&P solutions, clinically differentiated programs and unsurpassed customer service. Hanger's Patient Care segment is the largest owner and operator of O&P patient care clinics nationwide. Through its Products & Services segment, Hanger distributes branded and private label O&P devices, products and components, and provides rehabilitative solutions to the broader market. Built on the legacy of James Edward Hanger, the first amputee of the American Civil War, Hanger is steeped in 150 years of clinical excellence and innovation with a vision to be the partner of choice for products and services that enhance human physical capability. Collectively, Hanger employees touch thousands of lives each day, helping people achieve new levels of mobility and freedom.
Hanger, Inc. is an equal opportunity employer - female/minority/disability/vet.
Could This Be For You?
As our Medical Office Administrator, your exceptional customer service skills and collaborative nature will contribute to the overall patient experience for all we serve. You will serve as the first point of contact at our front desk as you address the needs of our patients, your teammates, and referral sources. You will contribute to the coordination and administration of front desk activities and operations. Helpfully scheduling appointments, validating insurance, processing payments, answering questions, and responding to telephone inquiries ensures that our patients are being cared for. Our clinic is a close knit group of professionals who enjoy and take pride in empowering human potential together. Your professional demeanor and positive attitude will be valued by those you work with and serve amongst.
You will have impact to our patients and team by contributing in the following ways:
Graciously meeting and greeting our patients and serving as their first point of contact
Professionally answering phone calls and answering questions when received
Helping to schedule patients appointment scheduling and ensuring creation of new patient charts as well as maintaining existing patient records in accordance with Hanger compliance policies
Working with the patients and insurance companies to ensure coverage
With an attention to detail, provide scanning and filing of patient documents to ensure complete and accurate information
May provide back-up coverage of patient check-out responsibilities and other growth opportunity assignments such as billing and collections as directed
Providing administrative support by scanning and filing patient documents thereby ensuring complete and accurate information as per policy
Manages patients visits by providing financial counseling for patients, handling over the counter (OTC) payments, and scheduling appointments as needed
Managing mail and document research tasks on an electronic health/medical record system
Partnering with clinical staff in managing in progress services
Ensuring that all tasks are completed on time
- High school diploma or GED required.
- 2 years of office administrative experience
- A valid driver's license and driving record within the standards outlined within Hanger's Motor Vehicle Safety Policy and Procedures.
Preferred Qualifications and Experiences:
At least 1 year of experience with electronic health/medical record systems (preferably NextGen and/or OnBase).
Working knowledge of HIPAA and other medical insurance regulations and terminology for private payer, state and federal plans including coding, billing and reimbursement protocols.
Ability to type 40 correct words per minute.
At least 2 years of computer and office equipment experience including MS Office products (Word, Excel), e-mail and automated billing systems, facsimile machines, calculator, postage machine, copiers, etc.
Basic administrative accounting skills.
- While performing the duties of this job, the employee will regularly be required to sit, walk and stand; occasionally bend or twist; regularly talk and hear, both in person and by telephone; use hands to operate standard office equipment; reach with hands and arms (to include reaching overhead); and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
NO PHONE CALLS/ WALK-INS: In an effort to maintain our highest level of customer service to our patients, no phone calls or walk-ins from prospective candidates, recruiters, staffing agencies or contractors will be accepted by the local Hanger Clinic. Please respect our policy. Any necessary inquiries should contact our corporate Talent Acquisition department.
Additional Success Factors
Resourceful team player who excels at building trusting relationships with patients, referral sources, and colleagues.
Results-driven achiever with exemplary planning and organizational skills, along with a high degree of detail orientation.
Personable office professional whose strengths include cultural sensitivity and an ability to build rapport with a diverse population in multicultural settings.
Flexible team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent projects in a fast paced environment.
Strong interpersonal, oral (including telephone) and written communication skills.
Act with integrity in all ways and at all times, remaining honest, transparent, and respectful in all relationships.
Keep the patient at the center of everything that you do, building lifelong trust.
Foster open collaboration and constructive dialogue with everyone around you.
Continuously innovate new solutions, influencing and responding to change.
Focus on superior outcomes, and calibrate work processes for outstanding results.
Our Investment in You
Competitive health and insurance benefits.
Annual target bonus or commission.
Paid vacation and sick time.
Frequent company update talks with our leadership team.
Hanger, Inc. is committed to providing equal employment opportunity in all aspects of the employer-employee relationship. All conditions and privileges of employment are administered to all employees without discrimination or harassment because of race, religious creed, color, age, sex, sexual orientation, gender identity, national origin, religion, marital status, medical condition, physical or mental disability, military service, pregnancy, childbirth and related medical conditions, special disabled veteran status, or any other classification protected by federal, state, and local laws and ordinances. The Company will comply fully with all applicable state or local fair employment laws that forbid discrimination or harassment on the basis of other protected characteristics. Retaliation against any employee for filing or supporting a complaint of discrimination or harassment is prohibited.
This position serves as office manager of all administrative support positions at the mall and is responsible to provide ongoing support to the mall management staff, as determined and as assigned by the Mall Manager. The majority of tasks require independent planning and prioritization. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.
The successful candidate's responsibilities will include, but not be limited to:
Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement card, procurement to pay, petty cash, property budget, CTI, contract preparation, promotional and media funds
Support and administration of marketing events, promotions, sponsorships, Kidgits Program, collateral management, and proof of performance
Coordination and support with short term leasing agreements, tracking and reviewing milestones of lease agreements and updating as needed in SLIM or One World. Assist with obtaining and processing monthly rent, tenant sales, and overage rent
Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, preparation of customer complaint responses, keep vehicle titles and auto insurance current, draft documents and reports for management, and provide Mall Management with updates of Company Policies and Procedures
Process required documents and procedures for new hires, terminations, promotions, changes of address, and other personnel status changes, as needed
Prepare payroll and time entry into the PeopleSoft system and obtaining approval of the Mall Manager for each payroll time period
Assist with hiring and training of Administrative Assistant and/or Receptionist position(s) as well as contributing to their performance evaluation
Coordinate all tasks with Administrative Staff to ensure that all departments are supported and all work is completed correctly and in a timely manner
Provide general administrative support and projects as directed
High school diploma or equivalent. Some college or professional school preferred
3-5 years administrative office experience (office management preferred) in a fast paced environment
Supervisory and coaching skills with the ability to delegate tasks
Knowledge of administrative procedures, customer service principles and practices
Aptitude for understanding financial reports and extracting information
Strong working knowledge of various computer software such as Microsoft Office, JD Edwards, OneWorld, and Web based input software
Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants and co-workers
Effective verbal and written communication
Strong organizational and interpersonal skills with attention to detail
Ability to prioritize, coordinate, multi-task and demonstrate initiative
Starlight Homes is a new venture recently launched by Ashton Woods, one of the nations largest private home building companies. With a focus on the entry level market, Starlight Homes is making the dream of home ownership a reality for people who previously believed that the prospect of owning a home was beyond their reach. Our mission is to serve as a trusted guide during the home buying process, navigating buyers through what they perceive to be an intimidating process, helping to make their dreams come true
Provide general office and administrative support and daily operations of the division office to ensure efficiency and appropriate coverage as further described in responsibilities below.
Essential Duties and Responsibilities:
(Including but not limited to the following)
Act as Receptionist for Division Office, including answering of daily incoming calls and receiving and directing guests and calls to proper personnel.
Maintain stock and cleanliness of the kitchen, conference rooms and copy / supply / work areas.
Manage calendar for all conference/training rooms.
Administrator of Division Office phone system.
Administrator of access control system for the Division Office.
Manage the copier/printer/scan inventory at all office locations (division office, design studio and all sales offices).
Initiate and track facility maintenance repairs as needed. Follow through to completion.
Review and properly code invoices for office supplies, office machine leases, office machine monthly maintenance agreements and other various vendors.
Maintain certificates of insurance for office machines.
Coordinate catering requests (delivery and/or pick up) for meetings as needed.
Assist with new hire on-boarding by preparing work location (office/workstation) with appropriate supplies.
Pick up, sort and deliver incoming US mail and shipments while ensuring outgoing US mail and other shipments are handled properly.
Prepare small parcel shipping (Fed Ex), maintain supplies, and review bills for accuracy.
Back up operator to the automated phone directory
Process monthly utility bills for payment for all homes under construction in Division.
Process 2nd and 3rd stage PO releases for Purchasing department.
May assist with overflow work including; expense reports and travel.
Act as liaison and support for other departments
Perform other administrative duties as assigned.
Four (4) year degree from accredited college or equivalent job-related experience.
Professionalism in both appearance and behavior required for greeting guests and answering and directing internal and external calls.
Ability to multi-task and prioritize several tasks without compromising quality of work or mission deadlines.
Ability to review, analyze and interpret information as well as trouble-shoot to solve problems.
Knowledge of Business English and ability to communicate patiently and professionally with both internal and external customers both orally and in writing.
Proficient in Word, Excel, PowerPoint and Outlook.
Must possess a valid drivers license.
We are recruiting for a customer service focused and detail-oriented Office Administrator to join the Spirent team in San Jose, CA.
- are obsessed with detail and prefer being organized
- like to juggle multiple tasks
- have excellent communication skills
- can anticipate questions
- ensure relevant stakeholders are aware of your work
- AND, you would like a flexible schedule . . . then this is the role for you!
Spirent is its people and when you join Spirent, you will work alongside some of the best subject matter experts in the industry. Success is important to us and so is having a work/life balance. We believe that you should be able to pursue your career aspirations in an innovative and creative environment, as well as explore your personal passions. At Spirent, we want you to love your work and your life too!
Your journey begins here. So, let's discover the future together - apply today!
Serve as receptionist for front lobby. Answer and direct calls, visitors, deliveries, and serve as point person for the San Jose site.
Manage and track visitor badges.
Coordinate facilities and hospitality for customer visits, functional/department meetings, training sessions and all-employee meetings.
Conference room set-up, catering, purchase snacks, etc.
Liaise with key stakeholders on requirements.
Select, confirm, and communicate restaurant reservations to meeting attendees.
Coordinate with the recruiting team to manage the on-site interview calendar; coordinate interviewer availability and meeting room schedule to ensure positive candidate experience.
Liaise with facilities team to maintain the office condition and arrange necessary repairs, cleaning, plant maintenance, coffee services, and security services.
Manage shipping services for the San Jose office.
Business Visa Processing -- Prepare Fiduciary letters; liaise with Travel team and third-party vendors on behalf of employees that require travel visas.
Provide administrative support for two functional teams; create purchase requisitions, schedule team meetings, book travel arrangements, prepare expense reports and reconcile AmEx statements, light filing.
Order, inventory, and organize office supplies.
Participate as a member of the Events Committee. Organize social events, holiday luncheons, and assist as needed with other events.
All other duties as assigned.
Total working hours will be 40 hours per week. Daily schedule: Monday-Friday, 8:00am -- 5:00pm. Additionally, you will need scheduling flexibility to accommodate meetings or events that may require early start/later end times.
High school diploma.
Knowledge of office management systems and procedures.
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
Ability to maintain high level of confidentiality.
At least two years of experience as an Administrative Assistant or Office Administrator.
Making better hires starts with building better job descriptions
- Browse 100s of templates across 40+ industries
- Customize your template with your company info & job requirements
- Post it to 20+ job boards in seconds – for FREE!