Office Administrator

Job Summary

Reporting to the Office Manager, the Office Administrator provides general office support and coordinates to support the day-to-day operations of Magrym Consulting, Inc. In this role, the Office Administrator assists with all administrative, routine office duties, along with special projects. Additionally, the Office Administrator will exhibit exceptional professional and communication skills in a collaborative environment. The Office Administrator, with the guidance of the Office Manager, works to meet the needs of the business in an organized and efficient manner.

General Office Responsibilities:

• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Maintains positive and welcoming office environment
• Creates and maintains filing systems, for both electronic and physical files
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents
• Coordinates and schedules travel, meetings, and appointments for managers and supervisors
• Schedules and coordinates meetings for staff and other meetings
• Maintains office supplies and coordinates maintenance of office equipment
• Proactively manages and prioritizes calendar and itineraries
• Maintains Health and Safety program
• Prepares communications, such as agendas, memos, emails, invoices, and other correspondence
• Facilitates project research and provides reports and spreadsheets as requested
• Performs occasional marketing tasks including social media posts and website updates
• Performs other related duties as assigned

Accounts Payable:

• Maintain accurate vendor accounts
• Enter bills into system
• Actively reconcile accounts
• Pay bills

Accounts Receivable:

• Reconcile accounts and deposits, and ensure accounts are up-to-date and accurate
• Prepare invoices
• Process payments
• Use proper accounting practices
• Communicate with clients when the accounts are past due
• Setup projects, manages accounts and performs bookkeeping in Deltek Ajera software

Requirements

Required Skills and Abilities

• Requires mid to high level computer and software skills
• Ability to professionally communicate with clients, vendors, employees, and management
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Has extensive knowledge of office administration, clerical procedures, and recordkeeping system
• Able to type a minimum of 50 words per minute
• Proficient with Microsoft Office Suite 365, with the ability to learn new or updated software
• Ability to learn new or updated software
• Must meet confidentiality expectations as to confidential, proprietary, and sensitive Company information
• Has a high level of customer service delivery

Education and Experience

• Associate degree in Accounting, Business Administration, Mathematics, Science, strongly preferred
• Experience and education may be substituted for one another

Physical Requirements

• Office environment. 8am to 5pm. Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to fifteen (15) pounds at times

Benefits

• 401 K
• Health Insurance
• HSA Employer Contribution
• Dental Insurance
• Vision Insurance
• Short Term/Long Term Disability
• Life Insurance
• Gym Membership