Office Administrator

Kraton • Jacksonville, FL

24d • Onsite

About The Position

The Office Administrator serves as the “director of first impressions” for the company, both internally and externally. They serve as a key resource for office administration, employee engagement activities, vendor coordination, travel and expense administration, and site initiatives with a goal of efficiency of day to day office operations, strict expense control and ensuring constant emphasis and focus on office safety. Kraton is a global manufacturer of sustainable specialty polymers and biobased pine chemicals, delivering innovative, high-performance solutions.

Requirements

• Energetic professional who does not mind wearing multiple hats and is able to manage multiple priorities and deadlines while maintaining a high level of accuracy, professionalism, and customer service.
• Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
• Minimum 5 years of office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work independently
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Ability to handle sensitive and confidential information with discretion and sound judgement
• Flexible, adaptable team player with a service mindset
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• High School Diploma required

Nice To Haves

• Experience utilizing SAP for invoice processing, purchasing, or administrative transactions preferred.
• Experience using Concur Travel & Expense preferred.
• Bachelor’s degree preferred

Responsibilities

• Manage inventory and ordering of office supplies, kitchen items, and other incidentals necessary for office operations, including maintenance of office copiers ensuring toner and paper are available; coordinates repairs when necessary
• Manage relationships with vendors, service providers and landlord; work with Purchasing to negotiate and manage contracts; ensure that all items are invoiced and paid on time; track and analyze operational costs for facility
• Process invoices, purchase requisitions, and other administrative transactions using SAP and applicable company systems.
• Interface with clients, vendors, building management, and employees on a regular basis; provide general support to site visitors
• Field main office calls, prepare office mailings, coordinate schedules for office conference rooms, coordinate schedules, appointments and bookings
• As active member of the site Safety Committee, Employee Events Committee and other committee participation as appropriate
• Ensure maintenance of a safe and secure working environment by implementing critical safety procedures, including establishing evacuation plans, running drills.
• Assist with new employee onboarding & off-boarding, including identifying available offices/work stations, cleaning work spaces before employees arrive/after employees depart, and making name tags for work space.
• Actively participate in the planning and execution of company events and meetings
• Maintain internal employee communication system and create PowerPoint slides for upcoming employee and site events
• Develop standards and promote activities that enhance office operational procedures, maintain procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations
• Coordinate delivery of office services with each department (i.e. coordinate with vendors if we need furniture moved or carpet cleaned)
• Manage domestic and international travel arrangements for site VPs, including flights, lodging, transportation, and itineraries.
• Prepare, reconcile, and process expense reports utilizing Concur for site VPs.
• Perform review and analysis of special projects and keep management properly informed.
• Perform other duties as assigned.

Benefits

• Medical Insurance, including TeleDoc - multiple plans available with Flexible Spending Account & Health Savings Account options
• Dental & Vision Insurance
• Health Advocate – free support to help you understand your coverage and answer questions
• Life Insurance – base coverage paid for by Kraton with option for additional coverage
• 401k – Kraton provides matching contributions based on enrollment level
• Employee Assistance Program – provided at no cost to employees
• Accident, Disability, and Critical Illness Insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED