We are seeking a proactive and organized Office Administrator to support our fabrication facility. This role is crucial in ensuring the smooth day-to-day operations of the office. The successful candidate will manage office supplies, handle phone calls, greet visitors, and assist with commercial proposals. The ideal candidate will have strong organizational skills, excellent communication abilities, and the flexibility to handle a range of administrative tasks in a fast-paced environment.
ESSENTIAL FUNCTIONS
- Provide support for Managers with administrative duties
- Data entry of expense reports & receipts weekly
- Directs office activities and functions to maintain efficiency and compliance with company policies
- Assists clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required
- Prepares agendas, makes travel arrangements, and maintains calendars for senior management
- Oversees telephone services, email correspondence, and mail distribution
- Maintains records, documentation, and files, particularly more complex or sensitive files such as employee files
- Order and maintain office supplies and inventory for the facility.
- Liaise with vendors and suppliers to ensure timely delivery of materials.
- Coordinate maintenance and repairs for office equipment and facility needs.
- Keep common areas organized and ensure they are well-stocked and clean.
- Serve as the first point of contact for visitors, ensuring a professional and friendly welcome.
- Manage incoming and outgoing mail and deliveries.
- Schedule and coordinate meetings, including conference room bookings.
- Assist in preparing, organizing, and reviewing commercial proposals.
- Support the management team with data entry, report preparation, and other administrative tasks as needed.
- Help with travel arrangements and accommodations for staff and guests when required.
- Assist in organizing company events, meetings, and training sessions.
- Handle special projects or additional administrative tasks as assigned by management.
- Performs other related duties as assigned
QUALIFICATIONS:
- High school diploma required
- 3+ years’ experience in an office setting
- Knowledge of administrative and clerical procedures
- Knowledge of computers and relevant software applications
- Knowledge of customer service principles and practices
- Keyboard skills
- Verbal and written communication skills
- Professional personal presentation
- Customer service orientation
- Information management
- Organizing and planning
- Attention to detail, organizational skills
- Ability to multi-task
