Office Administrator

Description

The Office Administrator supports the daily operations of the corporate office by providing administrative assistance, maintaining office readiness, coordinating meals and meetings, and assisting with billing and buydown programs. This position requires strong organization, attention to detail, initiative, and follow-through.

Essential Duties & Responsibilities

Office Administration

• Provide general administrative support to leadership and departments.
• Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries.
• Maintain files, records, spreadsheets, and other administrative documentation.
• Assist with scheduling, meetings, travel arrangements, and special projects.
• Support new-hire and employee administrative needs as requested.

Billing & Buydowns

• Assist with billing, invoicing, and related administrative processes.
• Process and track vendor/manufacturer buydown programs.
• Maintain accurate supporting documentation and submit required information by established deadlines.
• Track reimbursements and follow up on outstanding payments or discrepancies.
• Work with Accounting, Operations, and vendors to resolve billing and buydown issues.

Office & Supply Management

• Maintain inventory of office, kitchen, breakroom, and restroom supplies and ensure essential items remain stocked at all times.
• Order, receive, organize, and stock supplies as needed.
• Maintain clean, organized, and professional common areas, conference rooms, kitchens, and supply areas.
• Coordinate office maintenance, repairs, and vendor services as needed.

Lunch & Meeting Coordination

• Order lunches and refreshments for meetings, training sessions, interviews, and company events.
• Coordinate delivery, set up food and beverages, and ensure necessary supplies are available.
• Clean and organize meeting and food-service areas following meals and events.

Core Competencies

• Organization & Time Management
• Attention to Detail & Accuracy
• Initiative & Ownership
• Reliability & Follow-Through
• Communication & Professionalism
• Customer Service & Hospitality
• Confidentiality & Judgment
• Teamwork & Adaptability

Performance Expectations

The Office Administrator is expected to proactively maintain an organized and well-stocked office, provide responsive administrative support, accurately manage assigned billing and buydown responsibilities, and consistently follow through on tasks and deadlines.

Requirements

• Excellent verbal and written communication skills.
• Strong organizational, communication, and multitasking skills.
• Previous administrative, office,  billing, or related experience preferred 
• Strong attention to detail and numerical accuracy.
• Excellent organizational skills and attention to detail.
• Ability to function well in a high-paced and at times stressful environment.
• Advanced skill level with Microsoft Office Suite especially excel or related software.
• High school diploma or equivalent required; Associates degree in office administration or related field preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.