Office Administrator

Core Specialty Insurance Holdings, Inc.•Scottsdale, AZ

20h•Onsite

About The Position

The Office Administrator will plan, direct, and coordinate administrative services for the organization in the Scottsdale, AZ office, partnering with site leadership to ensure efficiency with day-to-day operations. This role serves as a welcoming point of contact for all visitors and employees, maintains office efficiency, and coordinates daily operations. Key responsibilities include scheduling and preparing conference rooms, arranging transportation, assisting as a Company Phone Operator, and distributing faxes and voicemails. The administrator will also support daily business unit needs, including meeting agenda planning and assisting with requests from business leadership. The position acts as a site lead for the facilities team, working to meet building and site needs, monitoring security access, and enforcing security procedures. Other duties involve overseeing office supplies, breakroom stocking, lunch ordering, managing copier/printer issues, maintaining general office appearance, submitting building repair requests, new employee set-up, and updating office name plates. The role requires completing inventory tracking and expenses, assisting leadership with expense reporting and travel, participating in the social committee, and supporting occasional after-hours events. The administrator must maintain an onsite office presence five days per week, Monday through Friday, provide administrative support (memos, reports, presentations), serve as a fire marshal/floor warden, and recommend procedural changes to improve office operations.

Requirements

Proficient in use of Microsoft Suite.
Knowledge of Phone Operator handling procedures.
Knowledge of Office management.
Strong experience with Microsoft Outlook, Word, Excel, and PowerPoint.
Strong multitasking and organizational skills.
5 years’ experience in an administrative role.
Excellent communication skills.
Detail oriented.
Applicants must be authorized to work for any employer in the U.S.

Responsibilities

Plan, direct, and coordinate administrative services for the organization in the Scottsdale, AZ office.
Partner with site leadership to ensure efficiency with day-to-day operations.
Share responsibility of being a welcoming point of contact for all visitors and employees at the front.
Maintain office efficiency desk.
Display a customer first approach to all tasks by coordinating day-to-day operations.
Schedule and prepare internal and building conference rooms as requested.
Arrange for transportation as requested.
Assist as Company Phone Operator and fax operations by taking shifts as needed throughout the day.
Ensure fax and voicemails are distributed on a timely basis.
Assist with daily business units need including meeting agenda, planning of off-site meetings, and assisting with additional requests from business leadership.
Act as a site lead for the facilities team, working with the facilities leadership to meet all building and site needs.
Monitor all security access for employees and visitors.
Enforce security procedures.
Oversee ordering office supplies, ordering/stocking of breakroom supplies, lunch ordering, copier/printer issues, general office appearance, submitting building repair requests, new employee set-up, update office name plates, etc.
Complete all inventory tracking and expenses in coordination with all ordering.
Assist leadership with expense reporting and travel assistance as necessary.
Participate in social committee.
Be available to support occasional after-hours events.
Maintain your onsite office presence 5 days per week, Monday – Friday.
Provide administrative support including production of memos, reports, and presentations.
Serve as one of the fire marshals/floor wardens assigned to the office.
Recommend changes to procedures to improve operations within the office.
Undertake other duties from time to time as the Company may reasonably require.