The Office Administrator is the first point of contact for Donley's visitors. Supports Operations, Accounting, HR, Risk and Marketing departments.

Essential Job Functions

Receptionist/Front Desk

• Open/close lobby reception, maintain lobby area
• Answer phones and direct and/or respond to calls as appropriate
• Review and direct voice mail messages in the general voice mailbox
• Open, stamp all mail and faxes
• Greet visitors to the office and direct them as necessary, offer refreshment
• Stuff paychecks, as needed
• Filing information as requested
• Laminate signs as needed
• Typing correspondence, documents, and projects on an as-needed basis
• Set up job file folders for operations department
• Providing administrative support to various departments
• Create, log, track and upload concrete contracts to Viewpoint
• Apparel order fulfillment for Marketing Department as needed
• Call for courier services; send/receive Fedex packages
• Apply postage on outgoing mail as requested by all departments
• Send employee communication for any office related notices
• Maintain copy machine operation, including supply of paper and toner and make service calls as necessary
• Point of contact for coffee machine maintenance and cleaning company correspondence, coordinate cleaning supply inventory
• Maintains office supplies including inventory control and purchase
• Coordinates conference room meeting calendar, order catering as needed
• Conducts daily cleaning of lobby high touch point surfaces, watering lobby plants
• Assumes additional responsibilities and performs special projects as needed or directed

Accounts Payable

• Stamp and set up A/P invoices/pay apps for accounts payable (vendors & subcontractors).
• Scanning of invoices as required

HR/Wellness

• Responsible for data entry into Viewpoint, including training and safety records
• Assist with special projects on an as needed basis
• Maintain Fitness center equipment, make equipment maintenance calls as needed
• Internal company administrator for travel site, Egencia
• Post EAP, wellness and materials in office as directed
• Create and distribute company professional birthday calendar
• Uber corporate account expense coding/allocation in Comdata

Risk

• Support General Counsel with securing permits, contractor registration/renewals, licensing
• Track and log certificate of insurance, send certified mailings for Risk Department
• Assist with special projects as needed

Position Requirements

Formal Education and Experience

• High school diploma and/or GED required
• At least 1 year of experience as receptionist
• At least 1 year of administrative support experience
• Skilled at Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, Office 365

 Knowledge, Skills and Ability

• Excellent verbal and written communication skills and the ability to interact professionally with a diverse group, executives, managers, and subject matter experts
• Well- developed problem solving abilities
• Able to write business correspondence
• Able to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines
• Able to multi-task and perform duties independently
• Microsoft Office platform
• Strong attention to detail

 Personal Attributes

• Customer service driven/focus
• Detail oriented
• Can balance sense of urgency with ability to handle routine work
• Team oriented
• Ability to build effective relationships
• Demonstrates integrity and “does the right thing”
• Maintains a positive work atmosphere by acting and communicating in a manner that facilitates constructive relationships with customers, clients, co-workers and management

Work Conditions

• Work performed in a general office environment
• Requires periodic participation and attendance at company events and meetings

 Benefits

• Medical Insurance
• Dental and Vision Insurance
• FSA or HSA
• PTO
• 401K with Company Match
• Short and Long Term Disability
• Life Insurance

We are an Equal Opportunity and E-Verify Employer