Office Administrator

Job Description

Description:

The Office Administrator is responsible for the smooth and efficient operation of the construction and maintenance scheduling and office functions for a downtown commercial real estate company. Previous scheduling experience is preferred. This is a fast-paced and detail-orientated position that keeps the work orders, supply deliveries and construction projects work moving. This individual is highly motivated, with very good organization, technical and communication skills. Position is full-time in our corporate downtown office Monday-Friday 8:30am-5pm with a one-hour lunch.Requirements:

The Office Administrator’s responsibilities are as follows:

Regularly communicate with the Project Managers to coordinate workflow, schedules, and status updates

Act as a primary point of contact for Tenants and sub-contractors

Maintain all job folders within designated file structures

Responsible for contacting subcontractors for documentation follow-up and tracking all project documentation on a tracking spreadsheet

Run weekly reports and communicate with project team coordinates supplies needed for job site

Order office supplies

Answer multi-line phone

Stamp outgoing mail

Distribute mail

Serves as backup for Columbus/Cincinnati Expeditor via email and phone

Coordinate weekly tenant appreciation events

Assist Accounting with the Coding, approving, and submitting invoices for payment

This role interacts with internal team members, subcontractors, clients, and vendors.

The Office Administrator's Skills and Abilities should include:

Ability to utilize software programs and assist the Operations Manager, Building Managers, and contractors with administrative tasks such as document creation

Organizational skills in order to juggle multiple projects with accuracy and timeliness

Strong interpersonal skills, friendly and outgoing with an emphasis on customer service

Adept at multi-tasking while remaining calm and poised under pressure

Collaborate with the team and also independently to accomplish the tasks assigned

The Office Administrator's Education and Experience must consist of at least the following:

High School Diploma or equivalent

At least one year of related experience in a customer/client serving role, preferably in commercial maintenance or with a subcontractor

Proficient in the use of technology and Microsoft Office; Excel, SmartSheets, and HelloSign is a plus

Benefits

Health/Dental/Vision/Short Term Disability/Life Insurance

401K Enrollment with employer match

Full Time position - no contract work

Full-time