Office Administrator

General-Refrigeration; Holly Oak Mobile Home Park (DE); On-site; USD 42,000 - 65,000; Full time

Job summary

General-Refrigeration in Delaware seeks an Office Administrator who will act as the Director of First Impressions, handling front-desk duties, greeting visitors, answering and routing calls, and coordinating with service contractors and IT staff.

You will manage supplies, scheduling, mail, vendor coordination, event support, and basic office IT tasks while maintaining professionalism and confidentiality in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• Advanced computer skills, including Microsoft Office products.
• Excellent written and verbal communication skills.
• Strong organizational, planning, problem solving and customer service abilities.

Responsibilities

• Answer and route all incoming phone calls to the appropriate associate.
• Greet visitors and guests as they arrive and assist as needed.
• Inventory and reorder office supplies and ensure stock of paper products, snacks, and drinks.
• Maintain a neat and tidy office and common areas.
• Coordinate and assist with vendor services (bug control, lawn care, janitorial, elevator).
• Prepare and set up training rooms; manage mail and shipping; process labels and deliveries.

Skills

Microsoft Office

Adobe Acrobat

Communication skills

Organizational skills

Customer service

Team player

Self-starter

Problem solving

Education

High school diploma or GED

Tools

Microsoft Office

Adobe Acrobat

Job description

The Office Administrator serves as the “Director of First Impressions” when people interact with our business. As the Office Administrator you will be tasked with many varying responsibilities throughout the workday but will primarily manage incoming phone calls and greeting visitors when they enter the office. This position also serves as the main point of contact for office related needs such as service contractors, employee IT needs, and other varying items. This person is expected to maintain an elevated level of professionalism throughout the day when interacting with customers, employees, and vendors, and must be able to remain flexible as unplanned tasks will frequently be assigned as the need occurs.Role and ResponsibilitiesAnswer and route all incoming phone calls to the appropriate associate. Screen unwanted phone calls and advise lack of interest, when relevant. Take messages when required and ensure prompt communication with the appropriate associate.Greet visitors and guests as they arrive, assisting them as needed.Inventory and reorder office, kitchen, classroom, and bathroom supplies ensuring that all paper products, snacks, and drinks are well stocked.Ensure a neat and tidy appearance within all common areas of the office, including but not limited to, your workspace, the conference room, training room, both kitchens, and the drafting table in the common area. This may include some miscellaneous cleaning at times.Water plants on a regular basis.Place daily lunch orders, distributing menus, collecting orders, ordering food, sorting and delivering lunch to employees, and managing the weekly lunch accounting spreadsheets.Receive, sort, and distribute incoming mail and manage any outgoing mail, creating UPS labels as needed.Point person for office service vendors such as those for bug control, lawn care, janitorial needs, and the elevator. Set up office related service appointments, oversee satisfactory completion of services rendered, review and sign paperwork once services are completed.Set up the Training Room for all training courses, ordering supplies and meals, as needed.Scan paper documents and index in electronic format.Manage trade licenses, monitoring expiration dates and handling renewals as required.Scan, file, and display new licenses, as well as renewing technician licenses as needed.Assist with the creation and distribution of marketing materials, as needed.Monitor and maintain inventory counts of promotional items and work with the Marketing Specialist to ensure appropriate levels of items are in stock at all times.Manage the sorting and shipping of marketing items for customers and employees, including employee uniforms. This may include the ordering of these items as well.Manage key box and update as needed.Assist with any word processing, spreadsheet development, presentation development, or filing needs that arise.Monitor and maintain inventory of required office equipment.Assist with holiday requirements to include updating customer lists, managing gift list (customer names/dept sizes), preparing gifts for distribution, mailing Christmas cards, decorating the office, and other tasks as requested.Coordinate and assist with event planning, as necessary.Administer and assist with making travel arrangements, as requested.Update phone/roles list monthly.Any other administrative support needs that arise.Qualifications and Required ExperienceHigh school diploma or GED.2 years of prior administrative support experience.Must have advanced knowledge of computer skills, including but not limited to Microsoft Office products.Experience with Adobe Acrobat.Team player attitude and self-starter initiative.Excellent written and verbal communication skills.Strong organizational, planning, problem solving and customer service skills.An ability to effectively communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations and be trusted with confidential information.Position requires pre-employment drug screening and background check.Physical RequirementsMust be able to remain in a stationary position for extended periods of time.The person in this position needs to occasionally move about inside the office to access filing cabinets, office machinery, and complete the support duties listed under Roles and Responsibilities, above.Ability to constantly operate a computer and other office productivity equipment.Frequently positions self to maintain files in file cabinets.Occasionally move items weighing up to forty pounds across the office for various needs.Must understand and adhere to all safety protocols.