Office Administrator

Insight Global; Baltimore (MD); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Insight Global in Baltimore, MD seeks an experienced Office Administrator to be the primary administrative contact for a large corporate office. The role covers on-site and remote support, delivering extensive administrative assistance to staff at all levels to improve efficiency and professionalism.

This long-term opportunity emphasizes career growth within a corporate environment, with responsibilities spanning facilities coordination, visitor management, and coordination of meetings and

Qualifications

• Invoicing experience including tracking POs and submitting invoices.
• 3+ years in an office administrator/office manager role in a corporate setting (30+ people).
• Facilities management experience (ordering supplies, coordinating maintenance).
• Maintain office common spaces/kitchen area.
• Polished and professional appearance and demeanor.

Responsibilities

• Manage supplies and inventory for the office.
• Assist with AP data collection and entry preparation for processing.
• Prepare facilities and spaces for executive visits and meetings.
• Provide broad administrative support to staff and projects.
• Coordinate visitor sign-in and access control.
• Liaise with building management for maintenance requests and security access.

Skills

Invoicing

Office administration

Facilities management

Office upkeep

Professionalism

Warm/welcoming demeanor

Tech savvy

MS Office (Word/Excel/PowerPoint)

Multi-line phone system

Video conferencing tools (MS Teams/ZOo

Tools

MS Office Suite

MS Teams

Zoom

Slack

Job description

The Office Administrator will support a large corporate office in Baltimore, MD as the primary administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity, and this line of business offers room for growth. As a Workplace Office Administrator, you hold a central position in guaranteeing the smooth operation of our offices, encompassing both on-site and remote support. This versatile role entails delivering extensive administrative support to personnel at every level, thereby enhancing the overall efficiency and professionalism of our work environment.

Must Haves:

• Invoicing experience – tracking PO’s, submitting invoices for project vendors, etc.
• 3+ years of experience in an office administrator/office manager/etc. role (Supporting an office, not an individual) – must be a corporate setting (at least 30 people)
• Experience with facilities management (i.e. ordering office supplies, inventory, facilities management coordination, etc.)
• Maintaining office common spaces/kitchen area
• Polished and professional
• Warm/Welcoming personality
• Tech savvy
• Strong MS Office Skills – Word (i.e. using template formatting function), Excel (i.e. creating a spreadsheet from scratch)
• Multi-line phone system experience
• MS Teams/Zoom/Slack or similar video conferencing or communication tools

Day to Day:

• Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
• Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
• Preparing the office, catering, conference rooms etc. for visits from Executives
• Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site
• Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and security access cards.
• Responsible for visitor management such as answering incoming calls and welcomes office guests and ensures front office sign-in sheets, including International Travel forms, and Office Safety Guidelines are up to date.
• Coordination of shipping/deliveries such as incoming and outgoing U.S. and overnight mail, distributes incoming mail/packages i.e., FedEx/UPS/Amazon/Staples.
• Provides assistance for new hire onboarding, completion of I-9’s, etc.
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations.