Office Administrator
2 weeks ago
We are seeking a highly organized, proactive, and detail-oriented Office Administrator to support one of our global pharmaceutical innovators to help ensure the efficient operation of their office. This is a one-year contract role to cover someone on maternity leave. The Office Administrator will be responsible for managing day-to-day administrative tasks, coordinating office activities, and maintaining a positive, professional, and productive office environment. The ideal candidate will be a self-starter with excellent communication skills and the ability to multitask effectively in a fast-paced setting.
Key Responsibilities:
- General Office Management: Oversee daily office operations and maintain a clean, organized, and safe working environment.
- Manage office supplies inventory, ensuring that essential items are stocked, and place orders as necessary.
- Coordinate with facility management and vendors for repairs, maintenance, and improvements.
- Administrative Support: Provide administrative support to executives and team members, including scheduling meetings, preparing meeting agendas, and taking minutes.
- Assist with document preparation, data entry, and filing, ensuring accurate and timely record-keeping.
- Manage correspondence, including emails, phone calls, and mail distribution.
- Reception and Front Desk Management: Greet visitors, clients, and vendors, creating a welcoming and professional atmosphere.
- Answer and direct phone calls, handle inquiries, and maintain a high level of customer service.
- Event and Travel Coordination: Assist with planning and coordinating company events, meetings, and team-building activities.
- Arrange travel accommodations, including flights, hotels, and transportation, as needed for team members.
- Financial and Budget Assistance: Assist with budget tracking, expense reporting, and processing invoices in collaboration with the finance department.
- Monitor office expenses and suggest cost-effective solutions to optimize resources.
Qualifications:
- High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
- Proven experience as an Office Administrator, Office Manager, or similar role.
- Excellent organizational and time-management skills, with strong attention to detail.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.
- Strong interpersonal and communication skills, with the ability to interact effectively with colleagues, clients, and vendors.
- Ability to handle confidential information with integrity and professionalism.
- Problem-solving mindset and proactive approach to managing tasks and responsibilities.
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