Office Administrator

Strategic Management Solutions, LLC.•Oak Ridge, TN

27d•Onsite

About The Position

SMSI LLC is seeking an Office Administrator to support business operations and provide superior customer service to our employees and management team. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. We require flexibility and foresight, with the ability to learn quickly and deploy new systems and processes, while ensuring confidentiality in business operations. The position requires the ability to work independently, initiative and resourcefulness; as well as the ability to communicate with a variety of teams and users, and to respond to technical issues and requests, analyze and resolve problems quickly and effectively, and discretion to escalate when required. Receives technical and administrative supervision from the Director of Corporate Services.

Requirements

Experience providing administrative support and/or coordination in a professional office environment (minimum 1-3 years or equivalent combination of education and experience).
Excellent communication skills, both oral and written. Ability to handle customer interactions in an accurate, effective, and timely manner.
Positive and proactive collaboration and interaction with peers and team members.
Advanced proficiency using Microsoft Outlook to schedule meetings, maintain conference rooms calendars, and executive staff calendars, including a Leadership PTO calendar.
Advanced Microsoft Office proficiency; including Teams, Outlook, MS Word, Excel, SharePoint, and PowerPoint.
Ability to pay attention to detail; prepare, proofread, edit, and format complex reports, presentations, and other documents using the Microsoft Office software suite.
Superior ability to multitask, be self-sufficient, and prioritize competing job tasks to process tasks and requests in an efficient manner.
Resourcefulness, problem-solving aptitude, and independent worker.
Maintain confidentiality as required.
U.S. Citizenship
High school diploma or higher.

Responsibilities

Sit at the front desk five (5) days a week from 8:00am – 4:30pm, managing front desk activities and ensuring a welcoming environment.
Maintain Access Log and visitor’s badges, answers and maintains phone line, and distribution of voicemails.
Oversee daily office operations and activities.
Ensure deliveries are received and properly distributed.
Coordinate office support tasks such as scheduling meetings, maintaining office supplies & IT equipment, and managing electronic records and logs.
Coordinate meeting lunches and refreshments, as requested and required.
Coordinate with Information Technology services to ensure adequate services and equipment are available for staff; including laptop shipments to remote employees and being point of contact for troubleshooting matters.
Maintain a high level of professional presence for the office.
Act as primary point of contact for all office-related matters, including staff requests and needs.
Assist with employee badging and maintenance of badging system.
Coordinate and track work order requests submitted to property management.
Maintain locked storage of merchandise and IT equipment, coordinate shipment of merchandise as required to other SMSI offices.
Ensure smooth integration of new hires into the office environment
Track new hires expected in office, complete workstation set ups for new hires (IT equipment), order name plates, etc.
Create documents, reports, letters, and presentations.
Perform technical editing and formatting of Microsoft Word documents, including but not limited to; managing styles, templates, headers/footers, tables, and resolving formatting inconsistencies and / or issues in multi-page documents.
Provide administrative support for projects and staff meetings, including support with use of conference room meeting equipment.
Process and submit travel pre-approvals within the same day to ensure adequate time for processing. Maintain knowledge on current travel policies and changes, provide clear guidance to employees, submit and track timely, accurate requests to SMSI’s clients.
Assist Directors and other members of the SMSI leadership team with administrative tasks in support of ongoing business operations.