Corporate Office Administrator

Full-time - Entry Level

Minneapolis, MN

Real Estate

About the position

The Corporate Office Administrator position is responsible for the general office management for the CSM Corporate Office. This position uses superior customer service skills, provides a wide variety of support to both processes and the employee experience, and has timely resolution for various inquiries both internally and externally. This position requires strong organizational and time management skills, the use of data analysis to make decisions, and the ability to effectively solve problems.

Responsibilities

• Contribute to the positive and professional office culture with a focus on creating a welcoming environment by greeting visitors and employees.
• Maintain and distribute/publish documents such as the corporate phone directory and contact information, name plates, and office-related standard operating procedures.
• Manage the office mail process including the printing of stamps and UPS labels, sending certified and couriered items, and sorting and distributing incoming mail.
• Maintain, improve, and order supplies for the common spaces including the mailroom, supply room and closets/cabinets, coffee stations, breakroom and conference rooms.
• Lead the planning and execution of weekly corporate office lunches, monthly social hours, and monthly birthday and anniversary celebrations.
• Provide logistical and hands-on support for employee engagement and internship program events.
• Schedule and coordinate property tours, internship events, and meetings, including meals that may be provided.
• Primary owner of the overall cleanliness and organization of the office environment.
• Support the onboarding and offboarding process of employees including their desk/office space.
• Participate in other projects and responsibilities as assigned, including supporting the off-site warehouse, managing key control and parking access, and contributing to safety and wellness efforts.
• Establish and maintain relationships with office vendors including copy machine provider, vending suppliers, phone-answering service provider, document shredding company, etc.
• Review contracts and agreements with vendors to secure the best terms and prices.
• Monitor vendor performance and address or elevate any issues or discrepancies.
• Process invoices accurately and ensure timely payment to vendors.
• Evaluate and propose new vendors as needed to support office operations.
• Assist in the preparation and monitoring of the Corporate Administration budget.
• Track and report on office-related expenses, including corporate office lunches and provided snacks, ensuring adherence to budgetary guidelines.
• Conduct ongoing cost analysis of food and supplies and propose identified cost savings and efficiency improvements.
• Prepare and organize documentation for executives which could include drafting, editing, formatting, and filing reports, presentations, and correspondence.
• Act as a liaison between the executives and internal/external stakeholders as well as building security and management, ensuring timely and clear communication.
• Maintain the highest level of discretion and confidentiality while managing sensitive documents and communications.
• Responsible for effective self/workload management.
• Proactively identify and propose solutions.
• Promote collaboration and a positive, professional work environment while maintaining strict confidentiality.
• Adhere to and support CSM's mission, vision and values in addition to procedures and policies.

Requirements

• High School diploma or equivalent.
• Minimum two (2) to four (4) years of previous experience performing administrative and/or program/space management responsibilities.
• Excellent interpersonal and communication skills, including both verbal and written, adaptable to all levels in the organization.
• Intermediate- to advanced-level Microsoft Office skills.
• Excellent written and verbal communications skills with an ability to interface with all levels of the organization.
• Demonstrated ability to prioritize required work, project work and incoming requests, and adjust priorities as needed with a sense of urgency and positive, can-do demeanor.
• Significant strengths in detail orientation, organization, and valuing data to make decisions.
• Must be able to sit or stand at a desk for up to 8 hours per day.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability, and visual acuity.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, smart phones, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, and other office equipment as needed.
• Ability to lift, push, and pull up to 20 pounds on an occasional basis.

Nice-to-haves

• Associate or bachelor's degree.
• Advanced-level skills with Microsoft Office, Visio, and Lucid Chart.

Benefits

• Medical, dental and vision insurance plans.
• Company-paid life insurance and short term disability coverage.
• Company-paid long term disability coverage for eligible employees.
• 401(k) plan with company match.
• Tuition reimbursement.
• Voluntary benefits (critical illness, hospital indemnity, accident insurance, pet insurance, identity theft).
• Time-off.
• Scholarship program.
• Generous hotel discounts.