We are seeking a proactive, hands on and detail-oriented Office Administrator to join our team at our Mesa, AZ Office. This ideal candidate will play a vital role in ensuring the smooth operation of the office, managing office administration, and providing support to directors. The successful office administrator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently. Well organized and flexible. Responsibilities include but not limited to:

Key Responsibilities:

Office Management:

• Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively.
• Maintain office supplies and equipment, and coordinate their replenishment as needed.
• Manage office spaces, ensuring a clean, organized, and conducive work environment for employees.
• Provides all new employees with first-day information, greets them at reception, coordinates with the Facilities & Office Services team for access cards, ensuring email address are added to the email group.
• Open and distribute incoming mail.
• Creates and reviews documents for Facilities & Office Services as requested.
• Participates in Health & Safety initiatives and committees.
• Provides backup support to administrators where necessary.

Office/Building Services Management:

• Coordinate with building management to ensure the office premises are cleaned and maintained to a high standard.
• Arrange for repairs and maintenance visits as required.
• Assists with all administrative tasks (occupent reporting, purchase orders, etc.) for Facilities and Office Services departments.
• Manages and maintains all documents related to reception operation.
• Ensures the Reception area is continuously stocked with company-related materials.
• Engages in various support requests including facilities and building requests, transportation requests, courier/mail requests coordinating last minute room.
• Booking meeting rooms, requesting tech support

Meet and Greet:

• Act as the first point of contact for visitors and clients, providing a warm and professional welcome.
• Answers all incoming phone calls and redirects as necessary. Ensures all phone inquiries are handled efficiently, politely, and with confidentiality.
• Assist in scheduling and coordinating meetings, including booking meeting rooms and arranging refreshments.
• Direct all guests and visitors to their correct meeting room, ensuring room setup

Travel Arrangements:

• Provide administrative support to staff and executives by assisting with travel arrangements, including flight bookings, hotel reservations, and transportation.
• Ensure that travel plans align with company policies and explore cost-effective options when possible.

Event Planning:

• Finding and booking venues
• Managing all logistics, creating detailed itineraries for all attendees
• Sending out invitations and booking calendars
• Making lunch and dinner reservations for clients, board members and staff
• Organizing holiday parties and company events
• Coordinating offsite meetings and tours, checking schedules and availability

Communication and Coordination:

• Collaborate with various departments and offices in Kingston to ensure smooth communication and coordination within the offices.
• Liaise with relevant stakeholders to address workplace-related issues and implement improvements.
• Maintain an up-to-date filing system using SharePoint to save all documents.

Health and Safety:

• Promote and adhere to health and safety policies and procedures, ensuring a safe working environment for all employees.
• Promptly raise any health and safety concerns to the appropriate department.

Additional Responsibilities:

• Renegotiate utilities contracts and manage office-related vendor relationships to optimize cost-efficiency.
• Collaborate with finance and procurement teams to identify cost-saving opportunities and implement strategies to reduce office-related expenses.
• Keep abreast of relevant laws and regulations pertaining to office management and ensure compliance.