Corporate Office Administrator

Prismhr Hire; Town of Bath (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Momentum Environmental is seeking an Office Administrator to manage day-to-day administrative tasks for the upstate New York office. The role reports to the Controller and supports staff and management with communications, records, and general operations.

The candidate will be the first point of contact, handle correspondence, organize files, schedule meetings, and coordinate facility maintenance, while ensuring policy compliance and confidentiality. Notary preference is noted.

Qualifications

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office software.
• Attention to detail and problem-solving abilities.
• Ability to maintain confidentiality and professionalism.
• Current Notary Public commission preferred - willingness to become certified required.

Responsibilities

• Serve as the first point of contact for visitors and incoming calls.
• Manage correspondence, including emails, phone calls, and mail distribution.
• Organize and maintain office files, records, and databases.
• Schedule meetings, appointments, and travel arrangements.
• Order and manage office supplies and inventory.
• Coordinate facility maintenance and liaise with vendors or service providers.
• Ensure office operations comply with company policies and procedures.
• Create purchase orders and enter expense receipts in accordance with company procedures.
• Provide other general administrative support, as needed

Skills

Emotional intelligence

Communication skills

Organizational multitasking

Relationship building

Education

Notary Public commission

Tools

Microsoft Office Suite

Job description

Momentum Environmental (Momentum) provides waste management, industrial cleaning, emergency response and remediation services to several private and public sector industries in upstate New York including the manufacturing, engineering, chemical, transportation, retail, and distributed energy sectors. The Office Administrator is responsible for managing day-to-day administrative tasks to ensure the smooth operation of the office.

The Office Administrator reports to the Controller and is responsible for a wide variety of office functions. This role involves handling external and internal communications, record keeping, and providing general support to staff and management.

Essential Responsibilities

• Serve as the first point of contact for visitors and incoming calls.
• Manage correspondence, including emails, phone calls, and mail distribution.
• Organize and maintain office files, records, and databases.
• Schedule meetings, appointments, and travel arrangements.
• Order and manage office supplies and inventory.
• Coordinate facility maintenance and liaise with vendors or service providers.
• Ensure office operations comply with company policies and procedures.
• Create purchase orders and enter expense receipts in accordance with company procedures.
• Provide other general administrative support, as needed

Position Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skill and/or ability required by the position.

Core Competencies

• High emotional intelligence and ability to develop relationships/ trust with a team.
• Strong communication skills; both written and verbal.
• Structured thinker with strong organizational and multitasking skills.
• Ability to effectively interact with management, other departments, customers and vendors.

Specific Skills and Experience

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excell, Outlook, PowerPoint) and general office software.
• Attention to detail and problem-solving abilities.
• Ability to maintain confidentiality and professionalism.
• Possession of a current Notary Public commission preferred - willingness to become certified required.