Office Administrator

About the position

As an Office Administrator, you will be responsible for ensuring the smooth and efficient operation of the office. You will manage a variety of administrative tasks, provide support to staff and management, and contribute to maintaining a positive and productive work environment. Alliance Enterprises develops software solutions that make a meaningful difference in the lives of vocational counsellors and the individuals they serve. Since 1981, Alliance has led the way in delivering cutting-edge, people-centered technology backed by exceptional customer service, technical support, and the highest standards of security and data compliance. We are committed to an accessible future and empowering people with the tools they need to succeed. The successful candidates can be based anywhere in the US, working in a remote work model!

Responsibilities

• Ensure all facilities office equipment is in proper working order and available for use
• Maintain physical space, ensuring a safe, clean, and functional environment
• Monitor and manage service requests
• Ensure safety standards are followed throughout the facility
• Maintain inventory of supplies and kitchen supplies- snacks and drinks; reorder as needed
• Schedule and verifies maintenance services are completed according to specifications
• Manage key and key card control measures
• Perform administrative and clerical support tasks, including recording inventory according to policy and procedures
• Responsible for mail distribution
• Responsible for all check deposits and notifications to Accounting
• Assist in all shipping arrangements, including creating shipping labels and transporting to shipping facilities
• Collaborate with IT on all new equipment, computer, and furniture arrivals for asset tagging
• Collaborate with the contract specialist to finalize all DocuSign documents related to the department
• Coordinate with Operations Manager and CTO on purchasing needs
• Researching and verifying potential vendors
• Tracking all license renewals
• Maintain and update the procurement database, ensuring all vendor information and purchase records are correct
• Coordinate with the finance department to ensure timely payments to suppliers and resolve any invoice discrepancies
• Order and maintain inventory on all marketing promotion items and equipment

Requirements

• High school diploma or GED required
• Experience in building maintenance and inventory control
• Fluent in English, both written and verbal, is essential
• Legally authorized to work in the US

Nice-to-haves

• Minimum travel may be required as needed

Benefits

• Full Time, Salaried Non-Exempt
• Remote work model available