Office Administrator

Job Summary
Reporting to the Office Manager, the Office Administrator provides general office support and coordinates to support the day-to-day operations of Magrym Consulting, Inc. In this role, the Office Administrator assists with all administrative, routine office duties, along with special projects. Additionally, the Office Administrator will exhibit exceptional professional and communication skills in a collaborative environment. The Office Administrator, with the guidance of the Office Manager, works to meet the needs of the business in an organized and efficient manner.
General Office Responsibilities:
Answers and transfers phone calls, screening when necessary
Welcomes and directs visitors and clients
Maintains positive and welcoming office environment
Creates and maintains filing systems, for both electronic and physical files
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents
Coordinates and schedules travel, meetings, and appointments for managers and supervisors
Schedules and coordinates meetings for staff and other meetings
Maintains office supplies and coordinates maintenance of office equipment
Proactively manages and prioritizes calendar and itineraries
Maintains Health and Safety program
Prepares communications, such as agendas, memos, emails, invoices, and other correspondence
Facilitates project research and provides reports and spreadsheets as requested
Performs occasional marketing tasks including social media posts and website updates
Performs other related duties as assigned
Accounts Payable:
Maintain accurate vendor accounts
Enter bills into system
Actively reconcile accounts
Pay bills
Accounts Receivable:
Reconcile accounts and deposits, and ensure accounts are up-to-date and accurate
Prepare invoices
Process payments
Use proper accounting practices
Communicate with clients when the accounts are past due
Setup projects, manages accounts and performs bookkeeping in Deltek Ajera software
Requirements
Required Skills and Abilities
Requires mid to high level computer and software skills
Ability to professionally communicate with clients, vendors, employees, and management
Excellent verbal and written communication skills
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines
Has extensive knowledge of office administration, clerical procedures, and recordkeeping system
Able to type a minimum of 50 words per minute
Proficient with Microsoft Office Suite 365, with the ability to learn new or updated software
Ability to learn new or updated software
Must meet confidentiality expectations as to confidential, proprietary, and sensitive Company information
Has a high level of customer service delivery
Education and Experience
Associate degree in Accounting, Business Administration, Mathematics, Science, strongly preferred
Experience and education may be substituted for one another
Physical Requirements
Office environment. 8am to 5pm. Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to fifteen (15) pounds at times
Benefits
401 K
Health Insurance
HSA Employer Contribution
Dental Insurance
Vision Insurance
Short Term/Long Term Disability
Life Insurance
Gym Membership