Office Administrator

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Position Summary

The Office Administrator will serve as the Company’s initial contact with customers, vendors, employees, and visitors. This role will also serve as the Facilities Coordinator for the corporate headquarters. This position plays an integral role in ensuring the smooth operation of the Company’s physical environment and services, which in turn supports the overall productivity and well-being of Heniff’s employees. This position involves overseeing the maintenance, upkeep, and logistical aspects of office spaces, ensuring that all components function harmoniously. By managing the relationships with vendors, handling space allocation, and responding to facility-related inquiries, this position ensures that the workplace meets the needs of its users. This position will serve as the primary contact with the landlord’s property managers to handle routine property management issues including procurement of property supplies and services, and operation of mechanical systems and utilities. This position reports to the Manager of Human Resources.

Essential Duties and Responsibilities:

• Receiving visitors and employees at the front desk by greeting, welcoming, directing and announcing them appropriately

• Main point of contact to answer the door bells

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue and maintain employee/visitor ID badges)

• Oversee the day-to-day operations and maintenance of the facility, including HVAC, electrical, plumbing systems, landscaping, vending machines, first aid boxes, AED, coffee machines, water/ice machines, and snow removal to ensure a safe and efficient working environment

• Manage space allocation and layout planning, coordinating office moves and adjustments to meet the evolving needs of the Company

• Answering, screening, and forwarding incoming phone calls

• Maintain an understanding of the Company’s operations to provide callers with information such as key Company contacts by functional area, company addresses and phone numbers, fax numbers, company website and other related information, and directions to the Company’s headquarters location

• Perform all inbound and outbound mail services (including mail sorting and distribution if necessary), shipping, receiving, and postage machine

• Order office supplies and manage on-site supply/inventory functions

• Set up and maintain employee users for Staples and Fed Ex accounts

• Review for accuracy and approve Staples, Fed Ex, and other invoices

• Order business cards, delivery receipts, and other printing items JOB DESCRIPTION Office Administrator September 2024

• Manage corporate headquarters supplies and expense management

• Coordinate and maintain Iron Mountain shredding services

• Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work orders and maintenance activities with minimal disruption

• Receives, manages, and processes work order requests; ensures problems are resolved quickly

• Create and maintain recordkeeping for headquarters facilities work orders, required inspections and maintenance

• Provide support for meetings, conference room reservations, and catering as needed

• Maintain a seating chart of employees and contractors at the corporate headquarters and maintain any changes in seating assignments

• Participate in emergency response procedures, technical training programs and safety training programs as required

• Coordinate and oversee facilities work performed by third-party vendors

• Demonstrate the ability to be on stand-by and to assist with afterhours emergencies • Respond to employee service requests

• Provide administrative support as needed

• Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice

Requirements and Skills:

• Proven work experience as a Receptionist, Facilities/Office Coordinator, or similar role • Professional attitude and appearance

• Solid written and verbal communication skills

• Ability to be resourceful and proactive when issues arise

• Excellent organizational skills

• Multitasking and time-management skills, with the ability to prioritize tasks

• Solid follow up skills

• Customer service attitude

• Ability to function well in a high-paced and at times stressful environment

• Demonstrated dependability and punctuality

• Demonstrated ability to work with minimum supervision

• Proficiency in using MS Office Suite (Word, Excel, Outlook, Teams), online office supply websites, copiers, faxes and imaging machines, mail machines and other web-based services and shipping solutions • Bi-lingual in Spanish is a plus

Education/ Training/ Experience:

• High School Diploma or equivalent required; Associate degree in office administration or related field preferred

• At least three years of administrative and clerical experience required

• At least one year of facilities experience preferred Position Type and Expected Hours of Work:

• Full time, non-exempt, Monday – Friday, 8:00 am to 4:30 pm, with occasional approved overtime due to business necessity, occasional weekends to respond to facility emergencies or handle special projects

• This is not a remote position.

Physical Requirements:

• Prolonged periods of standing and walking throughout the 46,000 square foot facility

• Must be able to lift up to 50 pounds at times

• Must be able to push a cart up to 50 pounds at times

• Must be able to bend, lift, stretch, and climb

• Must be able to walk up and down three (3) flights of stairs

• Prolonged periods sitting at a desk and working on a computer

• Must be able to constantly use wrists, hands and/ or fingers

• Ability to operate in a constant state of alertness and safe manner.

Benefits Package:

• Medical, Dental, Vision, Life, and Disability Insurance
• 401(k) Plan + Company Match
• Paid Time Off (120 hours yearly)
• Company Paid Holidays

Salary Range:

Disclaimer:  The salary range for this position is $19.00 to $23.00 hourly. This range is based on market data and internal equity. The final offer will be determined by various factors, including the candidates experience, education, skills, qualifications, and geographic location.