Office Admin

Integrhythm - Minneapolis, MN

Full-time - Entry Level

Minneapolis, MN

Professional, Scientific, and Technical Services

About the position

INRY is an Elite ServiceNow partner and one of America's fastest-growing companies, recognized in INC 5000 and Financial Times. As a leading ServiceNow partner for over twelve years, we have been closely aligned with ServiceNow in every step of their growth. As a Design partner, we helped build and mature the product, driving success at over 400 Fortune 500 customers. Our success and identity are built on rapid time to value, being easy to work with, and ensuring quality and reliability through INRY assurance. We are seeking an Office Administrator who is essential for maintaining the efficient operation of our office. This role involves coordinating logistics for company events, managing shipments and returns, booking travel arrangements, tracking and managing assets, handling payments, coordinating with vendors, planning and acquiring event gifts or SWAG, and managing laptop shipping for new joiners as part of the onboarding process. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills.

Responsibilities

• Coordinate logistics for company events, conferences, and internal events.
• Arrange transportation, accommodation, and dining for event participants.
• Ensure timely delivery and setup of event materials and equipment.
• Prepare and manage the setup of standees and other promotional materials for events.
• Plan and acquire event gifts or SWAG, ensuring they are delivered on time.
• Liaise with vendors and service providers to meet event requirements.
• Book flights, hotels, and restaurant reservations for employees attending events or business trips.
• Ensure travel arrangements are cost-effective and meet company policies.
• Communicate travel itineraries and provide necessary documentation to travelers.
• Handle any changes or issues that arise with travel plans.
• Arrange and track the transportation of goods, ensuring timely and cost-effective deliveries for outgoing shipments and incoming returns.
• Prepare and process shipping documents, including bills of lading, packing lists, and customs declarations.
• Coordinate with carriers, suppliers, and customers regarding shipment details, updates, and return shipping instructions.
• Monitor and manage the shipping schedule to prevent delays for both outgoing shipments and return shipments.
• Handle return shipping documentation and ensure compliance with company policies.
• Process returns shipments in the system and update inventory records accordingly.
• Monitor inventory levels and ensure accurate stock counts.
• Perform regular inventory audits and reconcile discrepancies.
• Manage inventory replenishment and place orders as needed.
• Track and manage company assets, ensuring accurate records of asset locations and statuses.
• Perform regular audits of assets to ensure they are accounted for and in good condition.
• Manage asset deployment and retrieval for events and projects.
• Maintain an updated asset management system and ensure all data is accurate.
• Receive and process customer orders, ensuring accuracy and completeness.
• Work with the sales and customer service teams to address order-related inquiries and issues.
• Update order status in the system and provide regular updates to customers.
• Handle payments to vendors, suppliers, and service providers.
• Ensure all invoices are processed accurately and in a timely manner.
• Coordinate with the finance department to track expenses and manage budgets.
• Resolve any payment-related issues with vendors or suppliers.
• Coordinate laptop shipping for new joiners as part of the onboarding process.
• Ensure timely delivery of laptops and welcome kits to new employees.
• Communicate with new joiners regarding shipping details and expectations.
• Handle the mails that INRY office receives.
• Schedule meetings for the senior leadership team as needed.
• Own up any other duties as needed for administrative work.

Requirements

• 2+ years of experience in office administration, logistics, event planning, or a related role.
• Strong understanding of administrative and logistics processes.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Detail-oriented with a focus on accuracy.
• Problem-solving and analytical skills.
• Ability to work independently and as part of a team.
• Strong negotiation skills.
• Proficiency in asset management systems.

Nice-to-haves

• Experience with ServiceNow is a plus.