Purpose and role of job:
Oversee daily office operations and manages administrative tasks while ensuring organizational effectiveness, efficiency, and safety.
Principal Accountabilities/ Responsibilities:
- Assure that front lobby area and the entire campus (12 buildings), common office areas are well maintained and good housekeeping practices are followed, i.e. conference rooms, kitchen areas, mail room, etc.
- Manage lobby ensuring timely opening/closing daily
- Manage Office Clean-up – Monthly/Annual Reminders
- Manage switchboard and provide coverage for receptionist as necessary – answer incoming calls and direct to appropriate recipient; take and relay messages coming in from night voicemail
- Manage carrier software and print shipping labels; check in all packages and process labels for daily pick up
- Manage seating assignments, office moves (nameplates), furniture quoting/ordering/installation
- Sort and distribute USPS mail and manage postal machine
- Assist with travel arrangements including car rentals, hotel rooms, and air travel
- Contractor management – includes but is not limited to:
- Program, distribute and collect access cards
- Register upon arrival
- Management of vendor visit forms and SPLAN system
- Management of Confidentiality Disclosure Agreements (CDAs – new and renewing)
- Assist with senior level management visits by maintaining organization and cleanliness of executive conference rooms and offices, fulfilling all requests such as lunch orders, snacks, etc.
- Coordinate and organize lunch orders for guests
- Coordinate Visitor Tours w/ Management
- Inventory and order office supplies
- SAP requisitioner
- Certified as Notary
- Assist other departments as needed
Education and experience requirements:
- High School Diploma
- Previous office management experience preferred
- Excellent computer skills
- Standard knowledge of Microsoft Office
- Excellent communication skills
- Ability to work in a team-oriented environment
- Ability to interact effectively with all levels of the organization
First Quality is committed to protecting information under the care of First Quality Enterprises commensurate with leading industry standards and applicable regulations. As such, First Quality provides at least annual training regarding data privacy and security to employees who, as a result of their role specifications, may come in to contact with sensitive data.
First Quality is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identification, or protected Veteran status.