Office Support Administrator II

Garver - Little Rock, AR

Full-time - Entry Level

Little Rock, AR

501-1,000 employees

Professional, Scientific, and Technical Services

About the position

The Office Support Administrator II plays a crucial role in the daily operations of the office by applying specific knowledge and principles at an above basic level. This position encompasses a variety of tasks that range from routine administrative duties to more complex responsibilities. The Office Support Administrator is expected to provide essential support services, including receptionist duties, phone management, and typing services, while also assisting with conferences, meetings, and local office events. The role requires maintaining schedules and calendars for others, completing forms, and assisting with project documentation and other special assignments as needed. In this position, the Office Support Administrator will greet incoming guests and vendors, manage phone calls, and handle package pickups and deliveries. They will sort and distribute incoming mail, prepare outgoing mail and packages, and order, check in, and distribute general office supplies. Advanced typing, copying, printing, and binding tasks are also part of the job, along with scanning and sending documents to clients and other offices. The administrator will perform above basic data entry in the Vision system, service office vehicles, and assist with vehicle tag renewals. Additionally, they will coordinate office events and parties, assist with travel arrangements, and ensure the cleanliness of office areas, working closely with cleaning services. The role also involves coordinating meetings, preparing agendas and meeting minutes, and may require attendance at meetings. The Office Support Administrator may code, route, and track invoices, prepare expense reports, and generate various documents such as letters and memos. They will also create advanced spreadsheets and presentations, actively participate in inner-office activities, and contribute to building a positive office culture. The position requires the ability to bend and lift 20 to 30 lbs, and it is an on-site role.

Responsibilities

• Greet incoming guests/vendors and answer phones during normal business hours.
• Package pickup/delivery.
• Sort and distribute incoming mail, prepare outgoing mail and packages.
• Order, check in, and distribute general office supplies (coffee, vending, break room, restroom, mailroom, etc.).
• Perform advanced typing, copying, printing, and binding tasks.
• Scan/send documents to clients, sub-consultants, and other Garver offices.
• Scan documents to electronic files.
• Conduct above basic data entry in Vision (unit logs and expenses).
• Service office vehicles as needed and maintain vehicle log.
• Assist with office vehicle tag renewals.
• Plan and coordinate office events and parties (Year End Review, Holiday party, summer picnic, retirements, etc.).
• Assist with travel arrangements.
• Ensure cleanliness of all office areas (outside of janitorial services).
• Communicate with and coordinate office cleaning service and repair.
• Coordinate meetings (meals, venue, AV, etc.).
• Assist with agendas, meeting minutes, and may attend meetings.
• Code, route, and track invoices as needed.
• Perform other clerical or administrative duties as needed.
• Assist with preparation of expense reports.
• Generate documents such as letters and memos.
• Create above basic spreadsheets and presentations.
• Actively participate in inner-office activities (i.e. Garver Gives).
• Coordinate employee parking with deck manager.
• Coordinate with IT on issues, new hire needs, etc.
• Participate in office culture club to build team camaraderie.
• Assist with video shoot needs, such as securing props.
• Track chamber of commerce sponsorships and participation companywide.
• Maintain office-wide vacation calendar.

Requirements

• High School diploma or GED required.
• Three or more years of related experience required.
• Possesses above basic oral and written communication skills.
• Proficiency in Microsoft Office Suite is required.
• Basic knowledge of office equipment (phones, copier, scanner) is required.
• Experience with advanced office equipment (binding equipment, large format scanner and plotter) is preferred.

Nice-to-haves

• College level courses or professional certifications are preferred.
• Proficiency in Microsoft Teams is preferred.

Benefits

• Continuing education credits
• Free parking
• Wellness program