Office Services Administrator

Alberici Constructors•Normandy, MO

3d•Onsite

About The Position

The Office Services Administrator serves as a coordination point between the company’s internal operations and external clients, vendors, and business associates. The role requires knowledge of the company’s culture, business, policies, operations, activities, staff, and clients, and provides executive administrative support as needed. The administrator welcomes and directs visitors, tracks employee and visitor access, manages incoming calls, and maintains the visitor management system. The role also prepares and audits or edits administrative materials and supports operational logistics, including meetings and conference facilities. The administrator takes and distributes meeting minutes when required, helps ensure positive and efficient service to internal and external clients, schedules the 2150 Kienlen tour schedule, and assists the Assistant Facility Manager with invoices using Workflow. The position requires travel to company and subsidiary offices, offsite client, subcontractor, and supplier meetings, and other locations across North America as required. Regular, reliable in-person attendance is expected in accordance with supervisor direction, company guidelines, and project or office obligations.

Requirements

Bachelor's degree and 2–4 years of related experience and/or training, or an equivalent combination of education and experience.

Responsibilities

Receive visitors, determine the nature of their business, and direct them to the appropriate destination.
Track employee and visitor entries to and exits from office premises.
Manage the telephone console and receive and transfer incoming calls.
Update and maintain the visitor management system.
Prepare and audit or edit expense reports, surveys, organization charts, contact listings, spreadsheets, quotations, letters of commendation, and similar materials.
Coordinate operational logistics, including meetings, conference rooms, and conference calls.
Take and distribute minutes for designated meetings as required.
Support client satisfaction through positive, pleasant, professional, and efficient handling of issues.
Assist others in accomplishing organizational work, including tasks outside the regular scope of duties.
Schedule and maintain the 2150 Kienlen tour schedule.
Assist the Assistant Facility Manager with invoices using Workflow.
Travel to company and subsidiary offices, offsite client, subcontractor, and supplier meetings, and other locations across North America as required.
Maintain regular and reliable in-person attendance as required.