Senior Office Administrator

Rimkus

6d•Hybrid

About The Position

The Sr. Office Administrator, Proactive Life Sciences is responsible for coordinating day-to-day business support functions in order to achieve maximum efficiency and productivity. Scope of authority is limited to Core West & East, Product Safety, Sports Sciences, and Participant Recruiting. They work under minimum supervision, exercising initiative and independent judgement in the execution of assigned tasks.

Requirements

Bachelor’s degree or higher desired.
5+ years’ experience in an administrative capacity with supervisory experience preferred.
Certified Administrative Professional designation preferred.
Must possess ability to understand corporate operations and procedures.
Must be able to interact and communicate with individuals at all levels of the organization.
Must possess excellent business writing, editing, and proofreading skills, as work requires continual attention to detail, establishing priorities, and meeting deadlines.
Must have working knowledge of a variety of computer applications including MSWord, Outlook, Excel, PowerPoint, and Teams, as well as other technical software and database programs, such as SharePoint.
Must have ability to analyze and understand information and ideas presented in writing or communicated verbally.
Must be able to respond in writing or verbally to project-specific and general inquiries from management, peers, clients, and external vendors.
Must have strong interpersonal skills.
Must have the ability to handle confidential information.
Work is performed primarily in a physical or remote office setting.
Employee is frequently required to stand, walk, sit, bend, crouch, hear, and talk (must be able to speak and communicate clearly with employees).
Employee may lift and/or move up to 25 pounds.
Clear vision and depth perception are also necessary.
Regular working hours are 8 am to 5 pm, Monday through Friday, with one hour for lunch.
There will be periods where overtime (or working outside of normal business hours) will be required, which the employee will need to comply with in order to meet the demands of the position.
Must have the ability to read, analyze, and understand information and ideas presented in writing.
Must be able to respond, in writing or verbally, to project-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.
Travel Requirements – Not expected for this position.

Nice To Haves

supervisory experience preferred
Certified Administrative Professional designation preferred

Responsibilities

Receives incoming assignments and inputs into company systems with accuracy and efficiency.
Enters project information, budgets, and change orders on an ongoing basis.
Updates SharePoint project folder permissions.
Processes draft invoices expeditiously to meet bi-weekly deadlines and client expectations.
Conducts monthly audits of bank statements, invoices, and payments received.
Manages WIP and Bill on Account processes.
Reconciles time entry between systems, reviewing/correcting project-related rates and time entries.
Handles monthly reconciliation of office/study expenses.
Posts payments to invoices in company system and provides AR oversight.
Uploads invoices to client-specific portals.
Submits vendor invoices for payment.
Supports facility coordinator as needed.
Demonstrates professionalism in all client communications (via phone, email, or in-person).
May oversee project-related item storage.
Provides backup support to other staff to accommodate PTO requests/overflow work.
May coordinate the purchasing of office supplies, equipment, etc.
Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
Performs other duties as assigned.