The article explores the role of an Office Administrator in Laurel, Maryland, with ERP International. The Office Administrator is responsible for providing exceptional customer service by managing administrative functions for both the physical and virtual office, as well as supporting the corporate team. They play a critical role in responding to urgent requests from various stakeholders and ensuring that all administrative matters are handled promptly and professionally. The article also highlights the qualifications and responsibilities of the role, emphasizing the importance of organizational skills, communication abilities, and proficiency in Microsoft Office. ERP International, a trusted provider of health, science, and technology solutions, offers an attractive compensation package and comprehensive benefits.
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Responsibilities
Manage and coordinate administrative activities for all ERP International offices.
As the Office Administrator, one of the primary responsibilities is to oversee and coordinate administrative tasks for all ERP International offices. This includes ensuring that office policies and procedures are followed, managing office supplies and equipment, and handling any administrative issues or concerns that may arise.
Answering reception phone line and directing calls as applicable.
The Office Administrator is responsible for answering incoming calls to the reception phone line and directing them to the appropriate person or department. This requires strong communication and organization skills to ensure that callers receive prompt and accurate assistance.
Update and maintain corporate documents on corporate drive and HR portals.
Updating and maintaining corporate documents is crucial for the smooth operation of the organization. The Office Administrator is responsible for ensuring that all corporate documents are kept up to date and readily accessible for employees. This includes uploading and organizing documents on the corporate drive and HR portals.
Greet visitors and prepare meeting spaces.
Creating a welcoming and professional environment for visitors is an important duty of the Office Administrator. This includes greeting visitors upon arrival, assisting with any needs or inquiries they may have, and preparing meeting spaces for scheduled meetings or events.
Planning and coordinating special events.
The Office Administrator plays a vital role in planning and coordinating special events for the organization. This includes arranging logistics, coordinating with vendors and suppliers, and ensuring that all events run smoothly and successfully.
Distribute and disseminate incoming mail in a timely manner.
Efficient management of incoming mail is essential for maintaining effective communication within the organization. The Office Administrator is responsible for receiving, sorting, and distributing incoming mail in a timely manner to the appropriate departments or individuals.
Order and maintain office supplies, water supplies, and food and beverages for the offices.
The Office Administrator is responsible for managing the inventory and procurement of office supplies, water supplies, and food and beverages for the offices. This includes monitoring stock levels, placing orders, and ensuring that supplies are readily available for employees.
Responsible for organization of kitchen area, supply room, & general office cleanliness.
Maintaining a clean and organized office environment is crucial for productivity and employee well-being. The Office Administrator is responsible for overseeing the cleanliness and organization of the kitchen area, supply room, and general office spaces.
Coordinate, plan, and manage all corporate events and organization special events.
In addition to regular office duties, the Office Administrator is also responsible for coordinating, planning, and managing all corporate events and special events for the organization. This includes organizing logistics, coordinating with vendors, and ensuring that events are executed successfully.
Assist new employee onboarding and orientation.
The Office Administrator plays a crucial role in assisting with the onboarding and orientation of new employees. This includes preparing necessary paperwork, coordinating with the HR department, and providing support and guidance to new hires during their transition into the organization.
Maintain confidentiality of internal documentation.
Confidentiality is paramount in the office environment, and the Office Administrator is responsible for maintaining the confidentiality of internal documentation. This includes handling sensitive information with discretion and ensuring that only authorized individuals have access to confidential materials.
Create and publish job ads on various job boards.
The Office Administrator is involved in the recruitment process and is responsible for creating and publishing job ads on various job boards. This includes writing job descriptions, posting ads, and ensuring that all necessary information is included to attract qualified candidates.
Be proactive in noticing areas of improvement and provide suggestions to the manager.
As a professional in the office environment, the Office Administrator is expected to be proactive in identifying areas of improvement and providing suggestions to the manager. This may include suggesting process improvements, recommending new technologies or tools, or proposing changes to policies or procedures.
Provide general administrative support to HR and to additional departments and assist with special projects, as needed.
The Office Administrator provides general administrative support to the HR department and other departments as needed. This may include assisting with paperwork, organizing meetings or events, and providing support for special projects or initiatives.
Administer employee recognition programs, acknowledgements, service awards, and special events.
Recognizing and appreciating employees is an important aspect of maintaining a positive work culture. The Office Administrator is responsible for administering employee recognition programs, acknowledgements, service awards, and special events to celebrate and honor employees’ contributions.
Maintain and update physical & digital employee records with all employment-related documents. Audit records as requested.
Accurate record-keeping is essential for HR and compliance purposes. The Office Administrator is responsible for maintaining and updating physical and digital employee records with all employment-related documents. This includes keeping track of personnel files, ensuring that all documentation is complete and up to date, and conducting audits when requested.
Provide billing information and vendor invoices to the accounting department.
The Office Administrator works closely with the accounting department to provide billing information and vendor invoices. This includes ensuring that all relevant information is accurately recorded and provided in a timely manner for financial processes and reporting.
Update internal HR databases.
Maintaining accurate and up-to-date HR databases is essential for effective HR management. The Office Administrator is responsible for updating internal HR databases with employee information, records, and any other relevant data to ensure that information is readily accessible for HR processes and reporting.
Create and send employee communications.
Effective communication is vital in any organization. The Office Administrator is responsible for creating and sending employee communications, such as memos, announcements, or newsletters. This ensures that employees have access to important information and updates in a timely manner.
Other duties as assigned.
In addition to the specific responsibilities outlined above, the Office Administrator may be assigned other duties as needed or requested by management. These duties may vary depending on the needs of the organization and may require flexibility and adaptability from the Office Administrator.
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Qualifications
Required Education:
To be eligible for the position of Office Administrator, a Bachelor’s Degree in a relevant field is required. This provides the necessary foundation of knowledge and skills to effectively perform the duties and responsibilities of the role.
Required Experience:
A minimum of 1 year of Administrative Assistant experience in a corporate setting is required for the Office Administrator position. This experience equips the individual with a solid understanding of administrative processes and procedures in a professional environment.
Required Knowledge, Skills, and Abilities:
To excel in the role of Office Administrator, the following knowledge, skills, and abilities are required:
- Proficiency in Microsoft Office 365 (Microsoft Word, Excel, PowerPoint, SharePoint, Teams) is essential for effective document creation, data management, and communication within the organization.
- Excellent organizational skills with the ability to prioritize tasks and projects ensure that all administrative activities are completed efficiently and effectively.
- Adherence to HIPAA compliance requirements is necessary to maintain confidentiality and protect sensitive information.
- Excellent self-management, accountability, diplomacy, and other interpersonal skills are essential for effective communication and collaboration with colleagues, clients, and vendors.
- Excellent problem-solving skills enable the Office Administrator to address and resolve any administrative issues or challenges that may arise.
- Experience with HR software, such as HRIS or HRMS, is desirable as it streamlines HR processes and data management.
- Computer literacy, particularly in MS Office applications, is necessary to effectively use various software and tools required for administrative tasks.
- Strong phone, email, and in-person communication skills enable the Office Administrator to effectively communicate with internal and external stakeholders and provide excellent customer service.
