Office Administrator

Unclassified - Scottsdale, AZ

Full-time - Entry Level

Scottsdale, AZ

About the position

The Office Administrator at Lumifi Cyber is a full-time, exempt position located in Scottsdale, Arizona, requiring on-site presence. This role encompasses a variety of general office, reception, and administrative duties that are essential for the smooth operation of the Lumifi Headquarters Office. The Office Administrator will be responsible for managing activities that contribute to the successful execution of office functions, including tasks related to the finance, human resources, and sales departments. The ideal candidate will possess demonstrated office management expertise, a superior professional demeanor, and the ability to learn and accomplish a wide range of day-to-day responsibilities that ensure the success of the office environment. In this role, the Office Administrator will operate from the front desk, serving as the first point of contact for clients, vendors, candidates, and new hires. The position requires excellent communication skills and the ability to work professionally with various teams within the organization. The Office Administrator will oversee the reception area, manage office supplies, handle incoming and outgoing mail, and assist with various administrative tasks that support the finance department, including month-end closing activities. This position is crucial for maintaining the organization and efficiency of the office, ensuring that all administrative functions are executed smoothly and effectively.

Responsibilities

• Oversee and maintain the reception area.
• Meet and greet clients, vendors, candidates, and new hires.
• Ensure the office has all needed supplies, including ordering stationary and maintaining a fully stocked kitchen.
• Manage incoming and outgoing post and deliveries.
• Issue new employees and interns office keys and parking spaces.
• Maintain Lumifi calendar and schedule meetings.
• Input vendor invoices in the accounting system.
• Prepare and submit deposits and customer payment journals.
• Assist finance in month-end closing.
• Phone screen candidates and schedule interviews, communicating with candidates throughout the process.
• Process verification of employment through Rippling in person and through E-Verify.
• Coordinate vendor and client visits with the sales team, including booking conference rooms and coordinating logistics.
• Support lead generation via targeted email campaigns.
• Assist in sending NDA, LOI, referral agreements, quotes, and renewals through DocuSign, and properly file once executed.
• Perform ad hoc duties as needed.

Requirements

• 2-3+ years of meaningful work experience as an office assistant or in a related field.
• Excellent written and verbal communication skills.
• Demonstrated professionalism and customer service focus.
• Strong organizational and interpersonal skills.
• Proficiency in the Microsoft Office suite (MS Word, MS PowerPoint, Teams, Outlook, and MS Excel), with emphasis on word processing, presentation, and spreadsheet applications.
• Ability to plan and execute work independently.
• Reliable transportation during working hours.

Benefits

• Health Insurance (80% paid by employer)
• Dental Insurance (80% paid by employer)
• Vision Insurance (80% paid by employer)
• Self-Managed vacation leave
• Paid sick leave
• Paid holiday leave