Office Administrator

Office Administrator

The Office Administrator is responsible for supporting the Program or Project Manager in the planning and implementation of project tasks. May be directly responsible for the planning and implementation of less complex projects or tasks.

Responsibilities:

• Coordinate and schedule meetings, appointments, and events for staff, management, and customers
• Prepare meeting agendas, take minutes, and follow up on action items
• Manage calendars to ensure efficient use of time and resources
• Prepare and process travel authorizations for program staff
• Manage relationships with vendors and suppliers to ensure timely delivery of goods
• Prepare and manage program invoices by creating, tracking, and ensuring timely processing
• Maintain personnel rosters and track program specific requirements such as ID cards, administrative accounts, clearance status, etc.
• Provide administrative support to staff as needed, including document preparation, filing, and data entry
• Assist with the organization and execution of office policies and procedures
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail
• Facilitate communication between departments/programs to ensure smooth division operations
• Stay updated on office administration best practices and implement improvements where necessary
• Assist in planning/coordinating customer meetings. Support the preparation of appropriate presentations and compile/distribute meeting minutes as required
• Purchase Card holder to purchase miscellaneous products and services, while adhering to corporate policies and procedures pertaining to corporate purchases
• Travel to other locations or customer sites as necessary
• Perform additional administrative tasks as assigned by management
• If required, obtain/retain a government security clearance at the level required to perform the duties of the position
• Consistent and reliable in-person attendance required

Qualifications:

• Required: 3-5 years' experience in an office administration role
• Proven experience in event scheduling and facility management
• Customer interface experience
• Experience with supporting matrix teams working in multiple location simultaneously
• General user capabilities of Microsoft software applications required primarily Project, Excel, PowerPoint & Word
• Strong communication and interpersonal skills
• Detail-oriented with a high degree of accuracy
• Ability to work independently and as part of a team
• Strong problem-solving skills and the ability to multitask in a fast-paced environment
• Desired: A Bachelor's degree or and 2-3 years of related experience or a combination of skills, education, and experience; Associate's degree in a related discipline and 3-5 years of experience; or an equivalent combination of education, skills and experience