Office Administrator

American City Business Journals•Raleigh, NC

8d•Onsite

About The Position

The Office Administrator will be responsible for a wide range of duties to ensure the smooth operation of the business unit office. This role involves financial tasks such as invoice processing and accounts receivable, managing office supplies and equipment, supporting contract administration, coordinating employee onboarding, and assisting with event planning. The position also requires proficiency in various software systems and the ability to learn new ones as needed.

Requirements

Proficiency in Excel
Proficiency in word processing
PowerPoint savvy
Ability to learn new systems as needed

Nice To Haves

College degree preferred
Three to five years of experience preferred
Salesforce experience a plus
Project management skills

Responsibilities

Receive and enter invoices into Workday, assigning them across the Company with supporting documentation.
Print invoices and send to customers with tear sheets for Accounts Receivable.
Maintain the postage machine, create postage reports, and recharge the postage balance.
Open and distribute mail to the appropriate department/person.
Assist the corporate accounting department with various items as requested.
Perform order entry and manage bookings in Salesforce, demonstrating knowledge of the system/process.
Manage the weekly production report/manifest and provide weight/ad percentage to the printer.
Receive checks sent to the market and forward them to the lock box, notifying customers of the lock box address.
Assist the Publisher or Business Unit Operating Head in preparing the annual expense budget.
Manage all general office needs, including the telephone system, equipment service agreements, repairs, and maintenance.
Serve as the liaison with office building management.
Review and facilitate office supply requisitions and order fulfillment.
Manage client contract workflow, including electronic contracts and supporting the insertion order process.
Coordinate employee onboarding with centralized HR Partners, including orientation, office setup, business cards, and I-9 verification.
Assist employees in locating the correct employee services.
Assist with event duties as needed, including registration, name tags, set-up/breakdown, and communication to attendees.
Participate in business unit-sponsored events promoting the paper.
Participate in all training offered by the business unit and ACBJ.