Office Admin jobs in United States

Company Overview:

We are a group of company with international operations across multiple sectors, including Finance & Tax Consulting and Advisory, Real Estate (property management, listings, brokerage, rentals, business center leasing), Software Development, and Blockchain and Cryptocurrencies. Our extensive and diverse portfolio necessitates comprehensive human resources management and administrative oversight to support our strategic initiatives and maintain operational excellence globally. We seek an experienced Receptionist/ Admin Assistant to join our team, ensuring efficient administration processes to drive our continued success.

Position Overview:

The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the office. This role supports managers and employees through a variety of tasks related to organization and communication. The Office Administrative Assistant is integral to ensuring the smooth and efficient running of daily office activities.

Key Responsibilities:

1. General Administrative Support:

1.1. Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.

1.2. Answer and direct phone calls, taking messages, or transferring calls to appropriate staff members.

1.3. Maintain electronic and hard copy filing systems, ensuring accuracy and accessibility of information.

2. Office Management:

2.1. Manage office supplies inventory and place orders as necessary.

2.2. Maintain office equipment by calling for repairs, monitoring equipment operation, and scheduling maintenance.

2.3. Ensure the office environment is clean, organized, and presentable at all times.

2.4. Coordinate office layout planning, including space allocation and workstation setup.

3. Scheduling and Coordination:

3.1. Schedule and coordinate meetings, appointments, and travel arrangements for managers and employees.

3.2. Prepare agendas and make arrangements for meetings, ensuring all materials are prepared and distributed in advance.

3.3. Coordinate logistics for company events, meetings, and conferences, including venue booking, catering, and travel arrangements.

4. Communication:

4.1. Draft, format, and proofread correspondence, reports, and presentations.

4.2. Ensure timely and accurate distribution of communications, including memos, emails, and other documents.

4.3. Serve as a liaison between departments, facilitating communication and collaboration.

5. Data Management:

5.1. Maintain databases and ensure data integrity by regularly updating records.

5.2. Prepare and analyze reports, ensuring accuracy and attention to detail.

5.3. Conduct research and compile data as needed for reports and presentations.

6. Employee Services:

6.1. Assist in the onboarding process for new employees, ensuring they have the necessary materials and workspace.

6.2. Handle employee inquiries and provide support related to administrative matters.

6.3. Coordinate and manage employee engagement activities and initiatives, such as team-building events and wellness programs.

7. Compliance and Safety:

7.1. Ensure compliance with company policies and regulatory requirements related to administrative functions.

7.2. Assist in maintaining health and safety protocols, conducting regular safety inspections, and ensuring compliance.

7.3. Support emergency preparedness plans and participate in drills as needed.

8. Financial Administration:

8.1. Assist with budget preparation and expense tracking, ensuring accuracy and compliance with company policies.

8.2. Process invoices and purchase orders, ensuring timely payment to vendors.

8.3. Reconcile expense reports and maintain accurate financial records.

9. Project Support:

9.1. Provide administrative support for special projects, ensuring timely and accurate completion.

9.2. Assist in project planning, coordination, and implementation, working closely with project teams.

9.3. Monitor project timelines and deliverables, providing regular updates to stakeholders.

10. Technology and Systems:

10.1. Support the maintenance and troubleshooting of office technology, including computers, printers, and software applications.

10.2. Assist in the implementation and management of office management software and tools.

10.3. Provide basic IT support and liaison with the IT department for more complex issues.

Qualifications:

Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant.

Knowledge of office management systems and procedures.

Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem-solving skills.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to multi-task.