Office Adminstrator

Full-time - Entry Level

San Antonio, TX

Repair and Maintenance

About the position

The Office Administrator interacts daily with employees, visitors, and customers. This role provides hands-on office management, specific project administrative activities, and coordinating with external vendors. A successful Office Administrator should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Receive all visitors
• Greet visitors at the door
• Provide visitor badge
• Escort to employee they are visiting
• Coordinate office meetings (Board Meetings, Investor Meetings, Leadership Visits, Customer Meetings, Functional Meeting)
• Reserve conference room
• Arrive early and prepare meeting room (ensure all needed supplies are available and all AV equipment is in working order)
• Order Breakfast and/or Lunch and setup accordingly to support meetings
• Prepare coffee, tea, and other beverages
• Setup/Cleanup food, drinks, snacks
• Pack and generate shipping labels as required for office/site shipments
• Manage conference rooms reservations and use
• Sign for deliveries (FedEx/UPS/USPS) and distribute
• Photocopy and print out documents
• Maintain Seating Charts
• Retrieve mail from building mail location and distribute to employees
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies. Research new deals and vendors for cost savings.
• Order new employee badges
• Coordinate all maintenance requests with the building
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, and evaluating new equipment and techniques. Primary contact for printers, coffee supplier, water vendor, first aid vendor, snack vendor. Ensure availability of paper and ink supplies.
• Coordinate the pickup of shredding services
• Primary point of contact for messages from the building
• Building closures
• Building special events
• Coordinate special projects
• Office celebrations
• Employee recognitions
• Volunteer events
• Ownership for Site information
• Maintain and provide standard site information
• Provide local hotels/taxi/restaurant information
• Prepare and ship site management binders, project binders, etc.
• Manage a Purchase Card to support team as required
• Manage Environmental Health & Safety compliance as required
• Support local new hire process
• Coordinate tasks with People and Culture and hiring manager
• Prep cubicle including basic cleaning and starting supplies
• Provide forms for building amenities
• Resolve administrative problems
• Other Office Support duties as required
• This is in office position

Requirements

• Highschool diploma or equivalent
• 3 years Office Administration experience supporting
• 3 years experience in MS Office tools (Word, Excel, Outlook, PowerPoint)
• ability to be in office full time

Nice-to-haves

• Associates degree
• Excellent written and verbal communication skills
• 5 years office administration experience supporting > 20 employees
• Information analysis and problem-solving skills
• Demonstrated personal and professional integrity
• Valid driver's license and current automobile insurance
• Working knowledge of office equipment (printer, copiers, fax)
• Excellent time management skills and the ability to prioritize work