MUST BE AVAILABLE TO JOIN IMMEDIATELY.

Job Summary:

We are seeking an organized and proactive Office Administrator to oversee the day-to-day operations of our office. This role will be responsible for managing administrative tasks, coordinating schedules, handling vendor relationships, and generating insurance-related documentation.
The ideal candidate is detail-oriented, an excellent communicator, and adept at multitasking in a fast-paced environment to ensure smooth office operations.

Key Responsibilities:

• Office Administration: Oversee daily office operations, including maintaining office supplies, equipment, and facilities to ensure a productive work environment.
• Call Management: Handle incoming and outgoing calls, screen inquiries, and direct communications to appropriate team members with professionalism.
• Scheduling and Meeting Management: Coordinate calendars for staff, schedule meetings, and book conference rooms or virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Prepare meeting agendas, take minutes, and distribute follow-up action items as needed.
• Vendor Management: Liaise with vendors and service providers (e.g., cleaning services, IT support, office equipment suppliers) to negotiate contracts, schedule services, and resolve issues.
• Monitor vendor performance and ensure timely payment of invoices in coordination with the finance team.
• Insurance Documentation: Generate and manage insurance-related documents, such as certificates of insurance, claims forms, or policy renewals, in collaboration with insurance providers.
• Maintain accurate records of insurance policies and ensure compliance with organizational and regulatory requirements.
• Correspondence and Communication: Draft emails, memos, and reports; manage incoming and outgoing mail; and serve as a point of contact for internal and external stakeholders.
• Event Coordination: Plan and execute office events, such as team meetings, training sessions, or holiday celebrations, including logistics and budget management.
• Record Keeping: Maintain organized filing systems (physical and digital) for contracts, employee records, vendor agreements, and other critical documents.
• Team Support: Assist staff with administrative needs, such as travel arrangements, expense reimbursements, or onboarding new hires.
• Process Improvement: Identify opportunities to streamline office workflows and implement tools or systems to enhance efficiency (e.g., task management software, CRMs).

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field preferred.
• 2+ years of experience in office management, administrative support, or a similar role.
• Experience with vendor management, scheduling, and insurance documentation is highly desirable.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and scheduling tools (e.g., Google Calendar, Calendly).
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills for interacting with staff, vendors, and clients.
• Basic understanding of insurance processes and documentation (e.g., liability insurance, worker’s compensation).
• Familiarity with office management software (e.g., QuickBooks, Trello, or Asana) is a plus.
• Certifications: Office Management or Administrative Professional certifications (e.g., CAP, MOS) are a plus but not required.

Key Competencies:

• Attention to Detail: Ensures accuracy in scheduling, documentation, and vendor agreements.
• Problem-Solving: Resolves issues proactively, from vendor disputes to scheduling conflicts.
• Customer Service Orientation: Maintains a professional and approachable demeanor with all stakeholders.
• Adaptability: Thrives in a dynamic environment and handles multiple priorities with ease.

What We Offer:

• Market Competitive Salary
• Career Progression
• Competitive Commensurate Package
• Medical, EOBI, Leave Encashment
• Extensive Learning Opportunities