Office Administrator

Department:

G&A

Position Summary:

Reporting to the Manager of Administration, the primary responsibility of the Office Administrator is to provide administrative support to ensure the office is functioning in an effective and efficient manner. The Office Administrator ensures that all internal and external communication with customers and vendors is positive and timely.

The Office Administrator must be able to prioritize, set, and meet deadlines. Requires high attention to detail, organizational skills, professionalism, and excellent communication skills. Handles all confidential information with discretion and diplomacy.

General office management/administration:

  • Responsible for ordering, receiving, stocking and distributing office supplies
  • Answer, screen and route telephone calls promptly and accurately
  • Greet suppliers and visitors in a professional and friendly manner
  • Receive, sort and forward daily mail/deliveries
  • Serves as liaison for maintenance issues with facilities department (cleaners, electrician, etc.)
  • Complete detailed expense reports for members of the Executive Committee while adhering to company policies
  • Assist with onboarding of new employees (order business cards, name plates, etc.)
  • Maintain office calendars through Outlook by scheduling meetings and conferences
  • Ensure leaders have appropriate meeting rooms reserved, including scheduling use of the boardroom and conference rooms via Outlook Calendar as needed
  • Prepare meeting space for executive committee meetings, board meetings and company meetings
  • Works closely with all administrative staff in order to effectively and efficiently manage all administrative requirements with the leadership team and departments
  • Arrange domestic and international travel (flight, hotel, transportation) while adhering to company policies and guidelines
  • Complete and route purchase requisitions
  • Coordinate with management and engage in planning events and meetings according to the needs of the company
  • Assist Executive Committee and colleagues with various projects as needed
  • Other duties as assigned

Finance related responsibilities:

  • Assist with accounts payable
  • Assist/route customer service requests

Qualifications:

  • Bachelor’s degree or 5 years of experience
    Microsoft Office applications
  • Positive, organized, self-starter

Preferred Qualifications: (Optional)

  • Experience in a start-up atmosphere
  • Experience with Concur & GoTo meetings

To apply, please submit a cover letter and CV to hr@nuvaira.com.