Office Administrator

Swisslog Healthcare; Westminster (CO); On-site; USD 45,000 - 53,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Tuition reimbursement

Disability insurance

401k matching

Job summary

Swisslog Healthcare is seeking an Office Administrator to support HR and office functions for the North America headquarters & Technology Center. The role covers employee records, HR processes, confidentiality, and travel/expense reporting.

Responsibilities include interviewing coordination, badge audits, meeting scheduling, supplies, and event support. A detail-focused, service-minded professional with MS Office proficiency is desired to help run P&O operations efficiently.

Qualifications

• High School Diploma or equivalent.
• 2+ years of customer service experience.
• Professional and friendly attitude.
• Use discretion and maintain confidentiality regarding sensitive data.
• Attention to detail and strong organizational skills.
• Willingness to help others when requested.
• Knowledge of MS Office Suite.
• Strong written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.

Responsibilities

• Provides a high level of customer service to employees, as well as to external guests and customers.
• Support day-to-day operations of the P&O function and ensure employee records, HR processes, and compliance activities are handled accurately and efficiently.
• Ensure data accuracy and confidentiality of employee information.
• Prepare new hire paperwork and employment documents.
• Schedule interviews and coordinate candidate communications.
• Track required training and certifications.
• Schedule meetings, training sessions, and HR events.
• Greet and direct guests and employees.
• Receive and distribute deliveries.
• Maintain and operate mail meter.
• Post outgoing mail.
• Facilitate office supply and maintenance requests.
• Manage meeting room set-up, including catering deliveries, clean up after meetings.
• Perform weekly and monthly employee/loaner badge audit.
• As requested, run badge reports for our office locations.
• First Aid Kit Audit.
• Assist with catering for new hire lunches, meetings and department requests.
• Maintain kitchen/lunchroom and small kitchen areas in office, keep tidy and ensure there are standard items available for restock.
• Maintain security by following procedures.
• Participate in planning and execution of evacuation procedures.
• Support employee events as needed.
• Assist P&O team with project work when needed.
• Act as backup for corporate Travel Manager, book employee, new hire and candidate travel as requested.
• Monitor and validate expense reports.
• Monitor traveler compliance, including identifying and making recommendations to address non-compliant travelers and unenforced policies.
• Assist with immigration requests, visa assistance for recruiters and travel manager.
• Perform other duties, as assigned.

Skills

Customer service

Attention to detail

Organizational skills

Multitasking

Communication skills

Time management

Confidentiality

Education

High School Diploma or equivalent

Tools

MS Office Suite

Concur

SAP

Job description

Office Administrator

The Office Administrator covers a wide range of HR and office administrative functions. This role will support the back-office functions of the People & Organization team in North America, provide office administrative functions critical to the smooth operations of the North American Headquarters and Technology Center, as well as assist with travel and expense reporting.

Responsibilities

• Provides a high-level of customer service to employees, as well as to external guests and customers


• Responsible for supporting the day-to-day operations of the P&O function and ensuring employee records, HR processes, and compliance activities are handled accurately and efficiently.


• Ensure data accuracy and confidentiality of employee information.


• Prepare new hire paperwork and employment documents


• Schedule interviews and coordinate candidate communications


• Track required training and certifications


• Schedule meetings, training sessions, and HR events


• Greet and direct guests and employees


• Receive and distribute deliveries


• Maintain and operate mail meter


• Post outgoing mail


• Facilitate office supply and maintenance requests


• Manage meeting room set-up, including catering deliveries, clean up after meetings


• Perform weekly and monthly employee/loaner badge audit


• As requested, run badge reports for our office locations


• First Aid Kit Audit


• Assist with catering for new hire lunches, meetings and department requests


• Maintain kitchen/lunchroom and small kitchen areas in office, keep tidy and ensure there are standard items available for restock


• Maintain security by following procedures


• Participate in planning and execution of evacuation procedures


• Support employee events as needed


• Assist P&O team with project work when needed


• Act as backup for corporate Travel Manager, book employee, new hire and candidate travel as requested.


• Monitor and validate expense reports


• Monitor traveler compliance, including identifying and making recommendations to address non-compliant travelers and unenforced policies


• Assist with immigration requests, visa assistance for recruiters and travel manager


• Perform other duties, as assigned.

Application Requirements

• High School Diploma or equivalent


• 2+ years of customer service experience


• Professional and friendly attitude


• Use discretion and maintain confidentiality regarding sensitive data


• Attention to detail and strong organizational skills


• Willingness to help others when requested


• Knowledge of MS Office Suite


• Strong written and verbal communication skills


• Ability to be resourceful and proactive when issues arise


• Excellent organizational skills


• Multitasking and time-management skills, with ability to prioritize


• Punctual with strong attendance history

Desirable, but not Essential

• Hands-on experience with office equipment; printers, coffee brewers, etc.


• Experience with Concur and SAP a plus

Salary range for this position is $45,000 - $53,000. Salary will be commensurate with experience and skillset.

We offer a comprehensive benefits package including

• medical / dental / vision insurance


• tuition reimbursement


• disability


• 401k matching (up to 8%)