Office Administrator

VIVA USA Inc; Minnetonka (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

VIVA USA Inc is seeking an Administrative Assistant to organize office processes and support print, mail, conference room, and supply management across the workspace. The role requires independence, flexibility, and a strong customer service mindset.

Applicants should possess a Bachelor’s degree and 3–5 years of administrative experience, with solid experience using Microsoft Office applications. This is a 100% onsite position with a focus on efficient admin support.

Qualifications

• Bachelor’s degree from an accredited institution.
• Minimum 3-5 years of administrative experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent customer service and communication skills.
• Ability to multitask and manage priorities.

Responsibilities

• Organizes, coordinates, and implements office processes and procedures.
• Supports print device, mail/shipping, and supplies management.
• Coordinates conference room and AV support.
• Assists with office support services and vendor coordination.
• Maintains par levels for office supplies and assists with events.

Skills

Customer service

Interpersonal skills

Multitasking

Organizational skills

Attention to detail

Team player

Microsoft Office

Tech savvy

Lifting 50 lbs

Education

Bachelor's degree

Job description

GENERAL FUNCTION

Organizes, coordinates, and implements office processes and procedures in order to ensure organizational effectiveness and efficiency. Supports print device and mail services, office and supply inventory mgt, conference room/AV support and general office admin support. Energetic, experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support-related tasks and is able to work independently. Well-organized, flexible, and enjoys the administrative challenges of supporting an office of diverse employees.

MAJOR DUTIES AND RESPONSIBILITIES

PRINT DEVICE & MAIL/SHIPPING & RECEIVING SERVICES

PRINT DEVICE

• Deliver paper for office equipment such as printers, copiers and fax machines


• First responder for a print device issues


• Ensure proper maintenance and usage of all equipment and supplies.

MAIL/SHIPPING & RECEIVING

• Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.


• Deliver and obtain signature for all Accountable Mail pieces


• Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)


• Maintain and provide specialized mailing forms or direct employees to location online i.e. Express, Registered, Certified and Insured


• Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain,).


• Provide vendors with updated address to improve accuracy of incoming mailings

CONFERENCE ROOM SUPPORT

• Coordinate with IT to ensure proper maintenance and usage of all equipment and supplies


• Coordinate with executive staff/HR to close conference rooms for executive use when needed

OFFICE & FOOD SUPPLY MANAGEMENT

• Establish and maintain par levels for all required basic office supplies throughout the building


• Manage plant and food vendors


• Manage supply storage areas for distribution among all floors.


• Maintain clean and organized Supply stops and Storage areas where applicable (Copier/Kitchenette Room)


• Responsible for the acquisition of conference room supplies (pens, notepads, flip chart pads and pens, dry erasers, etc.).


• Work with janitorial staff to maintain, clean, organize and re-fill coffee and water machines on all floors.


• Maintain par levels for all required coffee and water supplies throughout the building

OFFICE SUPPORT SERVICES

• Assist with special projects as needed e.g. employee restacks, desk moves


• Preparing business correspondence, agendas, and presentations, typically using Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)


• Scheduling and coordinating large meetings, events and other similar activities


• Coordination of executive approvals, planning, space, set-up, build-out/install, building/other group communications, deliveries, and vendors· Assisting employees on approved building vendor lists (catering for meetings, AV setup, photographers, decorators, etc)


• Oversee daily attendance and help employees with desk reservations

OFFICE MAINTENANCE SERVICES

• Onsite coordination for Maintenance vendors (Janitorial, HVAC, Fire Inspections, Pest Control, etc.)

GENERAL / COMMUNICATION

• Identify, evaluate, research, and recommend solutions to office services related issues and problems.


• Coordinating between departments and operating units in resolving day-to-day administrative and operational problems


• Assisting with all aspects of administrative management, directory maintenance, logistics, equipment and storage


• Actively participate in Emergency Fire Warden Safety program for campus locations.

BASIC QUALIFICATIONS

• Bachelor’s Degree from accredited institution


• Minimum 3-5 years of administrative experience

SKILLS

• Exceptional customer service skills


• Excellent interpersonal and communication skills (written and verbal)


• Ability to handle multiple tasks, projects with competing priorities and tight deadlines (Priortizing tasks based on importance and urgency)


• Strong organizational skills


• Acute attention to detail


• Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude


• Must be a team player


• Proficient in Microsoft Office (Word, Powerpoint, Excel)


• Tech Savvy


• Must be able to lift 50 pounds

NOTES:

100% onsite

VIVA is an equal opportunity employer.

All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job.

This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status