What are the responsibilities and job description for the Office Administrator position at Strategic Communications?
Job Title: Office Administrator
Shift: 1st, Full-Time, Monday through Friday
Location: 310 Evergreen Road, Louisville, KY, 40243
This position will provide support for a variety of corporate administrative functions. The qualified candidate should have a high level of discretion, strong work ethic, be trustworthy and reliable.
Duties and responsibilities include but are not limited to:
Facilities
- Assisting with answering calls to corporate and branch office as well as receiving visitors to corporate headquarters in absence of Service Admin.
- Assisting with facility maintenance inquiries and scheduling of third-party vendors for maintenance and repairs.
Accounting/Business Administration
- Serves as a backup to Logistics. May assist with electronic tracking of equipment/product that is drop shipped to end-users, validation of goods shipped against purchase orders and data entry into relevant business systems.
- Assists the Purchasing function with creation of part numbers and may assist with Purchase Order creation during peak periods.
- Assists with new vendor setup to include uploading and filing vendor Letters of Authorization and account creation in company software.
- Assists the Accounts Payable function with tracking and entering credit card purchases for travel or non-inventory expenses.
- Assists with administrative paperwork and special projects in support of Accounting, Sales, and Human Resources to include diversity certifications, supplier portal registrations, and other ad hoc projects/forms as needed.
Human Resources
- May assist with policy communication to employees and content creation for HR and Sales communications (monthly newsletters, social media, blogs, etc.).
- Assists in preparation of government contract deliverables including: manpower reporting, veteran reporting, EEO reporting, executive compensation reporting and other reports as needed.
- Coordinates travel as needed in support of Sales, Service, and other business events.
- Assists in organizing company outings/events, recognition and reward programs, charitable donations, and volunteer efforts.
- Maintains confidentiality of all pertinent financial information in accordance with company policies and procedures.
Service/Help Desk
- Assisting with service desk requests (voice, voicemail, email) from customers, internal and external. Assessing needs and answering or directing requests accordingly. Generating (in Tigerpaw software) and prioritizing service orders to resolve service requests. Serves as a backup to the primary Service Administrator.
Required Experience and Education:
- Diploma required ‐ Bachelor's Degree in Communications, Business Administration or related field preferred along with 2 years of relevant experience in business administration preferred.
- Preferred work history in information technology, telecommunications, or engineering industries.
- Must be proficient in Microsoft Office (intermediate level knowledge of Excel, Outlook, and Word)
- Ability to type at least 45 WPM
Key Competencies/Behaviors:
- Must possess excellent time management, communication, and organizational skills with strong attention to detail
- Capable of making independent decisions in certain circumstances
- Effective verbal and written communication skills
- Ability to produce accurate work with efficiency
- Adaptability, flexibility, and stress tolerance
- Highly dependable
- Able to work independently and as part of a team
- Results oriented, capable of meeting deadlines
- Must be able to sit for extended periods of time
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required to use hands to finger, handle, or feel, reach with hands and arms to handle objects, and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand and walk. Exposed to general office noise with computers, printers, and light traffic.
- Requires use of multiple computer monitors and software programs simultaneously, mouse, keyboard, and desk phone.
Benefits: Medical Insurance, Dental Insurance, Life Insurance, Vision Insurance, Long-term and Short-term Disability Insurance, 401k Plan, Paid Vacation Days, Paid Sick Days, Paid Holidays, Gas Reimbursement (temporary benefit for onsite employees)
Other Benefits: Dog-friendly (and newly renovated) corporate office, wellness incentives, referral bonuses
Screening Requirements: Background Check, Drug Testing