Job Description

We seek a highly organized and detail-oriented Office Administrator professional to manage day-to-day office operations and ensure a smooth, efficient workplace. This role requires someone proactive, reliable, and comfortable managing various administrative and clerical tasks in a dynamic office environment.

Key Responsibilities:

Office Administration:

• Open and sort incoming mail and packages
• Answer and direct incoming phone calls
• Order and pick up team lunches as needed
• Order and stock office snacks, kitchen supplies, and general office supplies
• Water office plants and maintain a pleasant office environment
• Clean refrigerator and run the dishwasher on a weekly basis
• Prepare and deposit checks
• Assist the CEO and Director of Finance and Accounting with administrative and project-based tasks
• Manage vendor relationships and coordinate office repairs, maintenance, and upgrades
• Maintain organized filing systems (both digital and physical)
• Provide support for office events or meetings as needed

Data Entry:

• Enter and update data into various systems with a high degree of accuracy and efficiency
• Assist with document scanning and digital record-keeping

Building Management:

• Schedule, coordinate and manage building maintenance vendors for routine maintenance and repairs (HVAC, boiler, elevator, fire alarm, etc.)
• Assist building tenants with their needs, such as move-in/move-out, suite maintenance, rent payment, and answering general building questions
• Assist with showings to prospective tenants for vacant building suites
• Work with building maintenance staff for building cleaning and janitorial supplies

Qualifications:

• High school diploma or equivalent; associate or bachelor’s degree preferred
• Proven experience in office administration, clerical work, or data entry
• Excellent organizational and multitasking skills
• Strong attention to detail and accuracy
• Comfortable using Microsoft Office Suite (Word, Excel, Outlook) and other office software
• Strong communication and interpersonal skills
• Ability to maintain confidentiality and act with discretion

Preferred Traits:

• A can-do attitude and willingness to jump in where needed
• Self-starter who takes initiative and works well independently
• Comfortable working in a fast-paced, collaborative environment

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