Office Administrator - Lowell, MA

$49,920 - $49,920/Yr

International Institute Of New England - Lowell, MA

Full-time - Entry Level

Lowell, MA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The International Institute of New England (IINE) is a prominent non-profit organization dedicated to supporting refugees and immigrants through various services, including resettlement, education, and career advancement. The Lowell Office Administrator plays a crucial role as the first point of contact for clients and visitors, ensuring a welcoming and professional environment. This position involves managing the front desk, answering and routing phone calls, and maintaining the office's daily operations in collaboration with the Operations Team. The Office Administrator is responsible for overseeing the reception area, managing office supplies, coordinating with vendors, and supporting staff events. This role requires a detail-oriented and organized individual who can thrive in a fast-paced environment while providing excellent service to clients and staff alike. In addition to front desk management, the Office Administrator will handle various administrative tasks, including maintaining phone systems, managing incoming and outgoing mail, and ensuring that common areas are tidy and well-maintained. The position also involves basic IT troubleshooting and coordinating office space scheduling. The Office Administrator will work closely with the Managing Director and Facilities Manager to ensure smooth operations and effective communication within the office. This role is vital for fostering a positive atmosphere and supporting the mission of IINE to empower new Americans in the community.

Responsibilities

• Manage the opening and closing of the office, ensuring a professional atmosphere for all staff, clients, and visitors.
• Answer and route a high volume of phone calls and walk-in clients; take accurate messages and refer clients to appropriate programs.
• Greet walk-in clients and visitors, distributing checks as instructed by program staff.
• Provide accurate, service-oriented responses to inquiries while maintaining confidentiality policies.
• Maintain and update phone systems, including changing voicemail for holidays and cancellations.
• Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.
• Ensure that the reception area, conference rooms, and common areas are tidy and well maintained.
• Supervise the maintenance of office equipment in coordination with the Operations Team.
• Support site-specific meetings and events, processing catering orders as requested.
• Coordinate with vendors, contractors, and technicians in coordination with the Facilities Manager.
• Maintain and update inventories related to the facility and IINE equipment.
• Assess office supply levels and submit purchasing requests to the Facilities Manager.
• Provide basic IT troubleshooting support on site and escalate issues to the IT Director as needed.
• Coordinate seating chart and office space scheduling with the Facilities Manager and Managing Director.
• Provide updates on site activities for social media, the website, and the quarterly newsletter.

Requirements

• Bachelor's Degree or equivalent preferred.
• A minimum of two years of customer service experience preferred.
• Highly proficient in Microsoft Word, Excel, and Outlook required.
• Demonstrated experience coordinating with vendors preferred.
• Excellent interpersonal skills with a warm and friendly demeanor.
• Ability to multi-task in a fast-paced environment and manage unexpected duties and deadlines.
• Effective communicator comfortable working as part of a team.
• Excellent organizational and problem-solving skills.
• A strong sense of discretion and confidentiality.
• Experience working with refugees and immigrants preferred.

Nice-to-haves

• Familiarity with Apricot and Salesforce preferred.
• Multi-lingual candidates are encouraged to apply.

Benefits

• 403(b) retirement plan
• 403(b) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Flexible spending account
• Gym membership
• Personal Time Off (PTO)
• Sick days
• Twelve paid holidays
• Medical, dental, and vision insurance
• Company-paid life insurance
• Company-paid short-term and long-term disability insurance
• Accidental death and dismemberment coverage
• Flexible Spending Accounts (FSA)
• Discounts through vision plan
• Fitness reimbursement