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Office Administrator

Date: Nov 14, 2022

Location: Irving, Texas, US

Company: Worldwide Flight Services, Inc.

The Office Administrator will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. The Office Administrator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, supporting executive staff, and managing front-office operations at our Las Colinas Executive Headquarters.

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 with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

 

Job Responsibilities:

 

  • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
  • Maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs. Unlock/Lock the main doors of the elevator lobby during business hours.
  • Organize and schedule meetings and appointments; as well as coordinate video conference calls.
  • Ensure lobby monitors and deck presentations are updated with company information and working regularly.
  • Manage relationships with vendors, service providers, and landlords, ensuring that office services are current
  • Provide general support to visitors
  • Manage executives' schedules, calendars, and appointments
  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
  • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing industry publications
  • Participate actively in the planning and execution of company events; and organizing catering of events as needed.
  • Establish and monitor procedures for record-keeping
  • Ensure the security, integrity, and confidentiality of data
  • Coordinate schedules, appointments, and bookings as well as maintain knowledge of the Executive travel calendar.
  • Handle customer inquiries and complaints
  • Maintain a safe, secure, and pleasant work environment
  • Other assignments as requested.

 

Requirements:

 

  • 3-5 years of proven office management, administrative, or assistant experience
  • Knowledge of office management responsibilities, systems, and procedures
  • Excellent time management skills and ability to multitask and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in Microsoft Office
  • Proficient in the use of a multi-line telephone system.
  • Knowledge of accounting, data, and administrative management practices and procedures
  • Knowledge of clerical practices and procedures
  • Knowledge of human resources management practices and procedures
  • Knowledge of business and management principles
  • Computer skills and knowledge of office software packages
  • Able to contribute positively as part of a team, helping with various tasks as required.
  • SharePoint experience a plus
  • Centre Suite/Concur experience a plus