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Title
Text copied to clipboard!Office and Facilities Administrator
Description
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We are looking for a highly organized and responsible Office and Facilities Administrator to manage our office operations and facility maintenance. The successful candidate will be responsible for overseeing the day-to-day operations of our office, ensuring that our facilities are safe, operational, and well-maintained. This includes managing office supplies, coordinating with vendors and service providers, maintaining office equipment, and ensuring that all facilities meet health and safety standards. The Office and Facilities Administrator will also be responsible for managing administrative staff, coordinating office activities and operations, and assisting in budgeting and monitoring expenses. The ideal candidate is a competent multi-tasker with excellent communication skills and an eye for detail.
Responsibilities
Text copied to clipboard!- Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
- Manage office supplies inventory and place orders as necessary.
- Perform receptionist duties: greet visitors, and answer and direct phone calls.
- Receive and sort incoming mail and deliveries, and manage outgoing mail.
- Develop office policies and procedures, and ensure they are implemented appropriately.
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
- Identify opportunities for office management improvements, and design and implement new systems.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors and service providers.
Requirements
Text copied to clipboard!- High school diploma or equivalent; associate’s or bachelor’s degree in business administration or related field preferred.
- A minimum of 3 years’ experience in an administrative role.
- Proficiency in Microsoft Office suite.
- Experience with office management software.
- Strong communication skills, both written and verbal.
- Excellent organizational and time management skills.
- Strong problem-solving skills and analytical abilities.
- Must be detail-oriented and comfortable working in a fast-paced office environment.
- Exceptional customer service skills.
- Strong knowledge of office procedures and basic accounting processes.
Potential interview questions
Text copied to clipboard!- How do you handle prioritizing tasks when scheduling your time?
- Can you describe your experience with budgeting and expense management?
- What strategies do you use to manage your day-to-day tasks and responsibilities?
- Can you describe a time when you had to handle a difficult situation with a vendor or service provider?
- How do you ensure that office operations run smoothly?