Senior Local Office Administrator

Job Description

General Responsibilities :

Oversee daily general office operations including but not limited to, coordinating all aspects of the daily office environment by performing tasks such as office maintenance, ordering office supplies, and other related tasks. The Local Office Administrator may also support fleet management administration activities, support the coordination of projects, and provide marketing support, as needed.

Essential Roles and Responsibilities :

• Oversee the efficient and effective operations of the office by organizing and performing various office administration tasks such as but not limited to, ordering office supplies, coordinating and scheduling office equipment maintenance, greeting visitors, vendors, performing office tours, coordinating workstation set up and team introductions, and onboarding office new hires.
• Foster employee engagement by coordinating local office events, trainings, welcoming & onboarding new employees, consistently sharing updates on activities such as wellness initiatives, local recognition programs, and reminders for annual activities such as benefits enrollment and annual engagement surveys. Suggest and facilitate local office events and activities supporting increased engagement.
• Resolve general office related questions including matters such as timesheets. Create and / or update documents and processes to answer frequently asked questions.
• Act as the liaison with IT on computer replacements, asset inventory, and recycling old computers.
• Support office local, state, and federal employment law compliance through activities such as maintaining correct employment law posters.
• Support project managers on the coordination and support of projects including tracking & routing documentation, project status, and drafting reports.
• Provide administrative support to development and maintain marketing materials including formatting presentations & proposals.
• Facilitate the annual budget request process for regional fleet ordering. Suggest improvements where appropriate.
• Engage in various fleet management administrative tasks such as, reviewing and approving monthly vehicle rentals, requesting insurance cards, processing purchase orders (PO’s) and invoices, Department of Transportation (DOT) compliance with regulations, tracking, maintaining, and help auditing vehicle movement (rentals, transfers, leases) and monthly vehicle inspection documents for exceptions.
• Serve as the point of contact for fleet management vehicle registration, education on new vehicle processes, maintenance scheduling, vehicle accessory upgrades (strobe lights, backup alarms, toolboxes, etc.).
• Review key local office fleet management cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance to suggest improvements where appropriate.
• Promote local office efficiency and effectiveness related to the vehicle / equipment telematics program administration through activities such as basic device equipment research and engagement during routine trainings.
• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements :