Office Administrator

K & B Communications - Las Vegas, NV

Full-time

Remote - Las Vegas, NV

Specialty Trade Contractors

About the position

The Office Administrator at K&B Communications LLC will play a crucial role in ensuring the smooth operation of our office by managing various administrative and clerical tasks. This position requires a proactive individual who can handle multiple responsibilities in a fast-paced environment while maintaining a high level of organization and attention to detail. As a remote position, the candidate must reside in Las Vegas and be prepared to travel on-site when necessary. The Office Administrator will be the backbone of our administrative operations, supporting managers and team members in their daily activities and ensuring that all office functions run efficiently. In this role, the Office Administrator will be responsible for scheduling and calendar management, which includes organizing appointments, meetings, and interviews for potential new hires. The candidate will also manage phone communications, answering and directing calls professionally, handling inquiries, and resolving issues as they arise. Additionally, the Office Administrator will oversee LinkedIn messaging and podcast scheduling, ensuring that all logistics for interviews are handled smoothly. Another key responsibility will be invoicing, where the Office Administrator will prepare and send invoices to clients promptly, follow up on outstanding payments, and ensure that all financial transactions are recorded accurately. Inventory management is also a critical aspect of this role, as the candidate will monitor office supplies, place orders with vendors, and maintain accurate inventory records. General administrative support will be required, including maintaining organized filing systems for both physical and digital documents, assisting in the preparation of reports and presentations, and providing support for various projects as needed. The ideal candidate will possess strong communication skills, both written and verbal, and be proficient in Microsoft Office Suite, with a familiarity with office management systems and social media platforms.

Responsibilities

• Manage the schedule for managers, ensuring all appointments, meetings, and other commitments are organized efficiently.
• Coordinate and set appointments for clients and internal meetings.
• Schedule and organize interviews for potential new hires.
• Answer and direct phone calls in a professional and courteous manner.
• Handle inquiries, provide information, and resolve issues as needed.
• Manage and respond to messages on LinkedIn.
• Schedule podcast interviews with the host, ensuring all logistics are handled smoothly.
• Prepare and send invoices to clients in a timely manner.
• Follow up on outstanding invoices and ensure payments are received.
• Monitor office supplies and order inventory as needed to ensure adequate stock levels.
• Coordinate with vendors to place orders, track deliveries, and manage inventory records.
• Assist with various administrative tasks and projects as required.
• Maintain organized filing systems for both physical and digital documents.
• Provide support in preparing reports, presentations, and correspondence.

Requirements

• Minimum of 3 years in an Office Administrator, Administrative Assistant, or similar role.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management systems.
• Experience with LinkedIn and other social media platforms.
• Detail-oriented with the ability to prioritize tasks effectively.
• Ability to work independently and as part of a team.

Nice-to-haves

• Associate's or bachelor's degree in business administration or related field preferred.