Office Administrator

Office Administrator

Job Description

GENERAL FUNCTION
Organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. Supports prints 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 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 then contact tech services if additional support is needed
Ensure proper maintenance and usage of all equipment and supplies.

Mail/Shipping & Receiving
Process all outgoing pre-stamped personal USPS.
Process all outgoing FedEx packages (Business use only).
Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.
Deliver incoming FedEx, DHL, UPS, Staples packages
Sort and deliver all incoming U.S. Postal Service 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 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 CENTER SUPPORT
Coordinates audio-visual equipment and prepares facility for meeting (including Skype, WebEx, teleconference and VTC)
Ensure proper maintenance and usage of all equipment and supplies
Prepares coffee and set out snacks as requested

Specific Skills Needed: Customer Service, Vendor management, Communication

Years of Experience: 3 years

This role would also need to cover the front desk for periods of time during the day for Asset Protection. Current idea is the following:

AP Guard: 7am - 4pm

Instrument Employees work 5 days in office 7:30am - 4:00pm

Office Service: 8:30am - 5:30pm
>>8:30 - 12: Office Services tasks - Package/Mail Deliveries; Food/Beverage Service; Vendor Maintenance; Office Supplies
>>12 - 1: Cover Front Desk (AP lunch)
>>1 - 2: Go to lunch
>>2 - 4: Office Service tasks
>>4 - 5:30: Cover Front Desk. Of course, the resource can work out other arrangements with the AP resource as needed.

Notes:
Onsite
Office Hours on Door: 8am - 5pm
Temp to Perm

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.