Office Associate

The Office Associate – office operations and comprehensive administrative support, exists within StructureCare’s centralized Business Process Management team. This role is primarily responsible for a wide range of administrative and clerical tasks to support the efficient operation of the StructureCare office and support remote team members.

The Office Associate’s responsibilities will be centered around six main focuses:

• Facilitate a well-organized office environment and optimize workflow processes for enhanced productivity and effectiveness.
• Optimize operations through proficient management and utilization of technology and equipment, ensuring seamless resource efficiency, ensuring seamless functionality and resource efficiency.
• Optimize time, resources, and coordination to ensure seamless operations and effective utilization of available resources. 
• Provide comprehensive system support essential for successful project delivery.
• Deliver proactive and efficient administrative support to remote coworkers and leadership, ensuring seamless communication, coordination, and operational effectiveness. 
• Provide effective backfill support to maintain operational continuity in the absence of a Business Process Management Team member.

EXPERIENCE, TRAINING, AND/OR EDUCATION REQUIRED:

• Must hold a high school diploma and 3 years of a professional office setting.
• Proficiency in Windows-based software applications is critical to this position, including the effective use of the Internet.
• Knowledge of SAP system preferred.
• Ability to work independently prioritize tasks effectively.
• Strong interpersonal and organizational skills
• Excellent written and verbal communication skills
• Ability to prioritize projects, anticipate needs, and problem solve

REPORTING RELATIONSHIPS: 

• Responsible directly to the StructureCare Business Process Manager.
• Performs day-to-day functions for StructureCare Leadership, as well as the StructureCare Senior Technical Representatives.

 ESSENTIAL JOB FUNCTIONS:

• Ensure the physical workspace of the organization is well-organized, efficient, clean, and conducive to the productivity and well-being of coworkers and visitors.
• Provide general support to the office, including answering phones, mail management, appointment management, visitor reception and greetings, and scheduling utilization of meeting room space.
• Responsible for inventory tracking, replenishment planning, ordering, procurement, and security of office supplies.
• Maintain a comprehensive and current knowledge of personnel and their functions within the organization.
• Support the policies and procedures of the organization as a responsible coworker, providing a model for others in the organization to follow.
• Responsible for the coordination of procuring hardware, software, and field tools with the support of our High IT and Research and Development Teams.
• Assign and maintain an asset tracking system tied to both individual and shared company equipment.
• Coordinate technology and software requests and tasks in support of the office and coworkers.
• Organizing and coordinating StructureCare virtual and in-person meetings, training sessions, and celebrations.
• Responsible for the preparation leading up to a new coworker joining the organization.  This includes travel, overnight accommodations, new coworker forms, training checklists, business cards, and a welcome package.
• Review requisition requests for accuracy, completeness, and compliance with procurement policies and create purchase orders.
• Support senior technical representatives by facilitating their equipment, travel, expense, and other needs related to their unique remote roles.
• Support the administrative needs of the VP, Managing Director and other StructureCare Leadership as requested.
• Assume the responsibilities and tasks of an absent Business Process Management Team member to ensure seamless continuation of ongoing tasks and projects.