Office Administrator

Office Administrator

  Not Disclosed

  Jacksonville, FL

  12.0 Months

  Not Disclosed

  Not Disclosed

 

Job Description

Position Summary:

• The Office Administrator is responsible for ensuring the smooth and efficient operation of an office. This role involves providing administrative support, handling clerical tasks, maintaining office supplies, managing communications, and ensuring the office environment is organized and well-maintained.

Key Responsibilities:

Office Operations Management:

• Oversee daily office functions and ensure smooth operations.
• Maintain office supplies inventory and reorder when necessary.
• Coordinate office maintenance, cleanliness, and organization.
• Supervise office equipment and ensure it is in working condition.

Administrative Support:

• Answer and direct phone calls, take messages, and respond to inquiries.
• Manage office correspondence, including emails, letters, and faxes.
• Schedule and coordinate meetings, appointments, and events.
• Prepare and organize documents, reports, and presentations.
• Maintain filing systems, both electronic and physical.

Team and Communication Support:

• Assist staff with administrative tasks as needed.
• Manage calendars, meetings, and travel arrangements for senior staff or team members.
• Handle incoming and outgoing mail and deliveries.
• Assist with onboarding new employees, including setting up workstations and orientation materials.

Financial and Budget Management:

• Assist with office budgeting, expense tracking, and invoice processing.
• Ensure timely payment of office bills and services.
• Maintain records of office-related expenses and receipts.

Client and Visitor Relations:

• Greet and assist visitors, clients, and vendors.
• Coordinate conference room bookings and setups for meetings.


Required Skills and Qualifications:

• High school diploma or equivalent (Bachelor’s degree in business administration or related field is a plus).
• Proven experience in office administration or a related role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Friendly and professional demeanor.

Preferred Qualifications:

• Experience with office management software
• Basic knowledge of accounting or bookkeeping.
• Knowledge of office safety procedures.

Must Have - Admin

Working Conditions:

Office Hours: Monday - Friday, up to 20 hours per week.
Occasional travel for office-related errands or events (if applicable).
9:00 - 1:00
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.