Office Administrator

  • Full Time
  • Portland
  • This position has been filled

Website Reynolds Defense Firm

Position Summary   

The Office Administrator is responsible for performing a diverse set of tasks in support of the day-to-day and long-term operations of the organization. This position ensures the organization, its systems, and its employees have the resources needed to operate efficiently and effectively. The Office Administrator may serve on the Leadership team.

Essential Duties & Responsibilities

Facility Responsibilities

·         Serve as building manager, with responsibility for all building systems, grounds, security and inclement weather measures.

·         Develop plan to move security and HVAC systems to internal control

·         Create and manage plan for all facility upkeep and capital improvements

·         Maintain tidy and professional building and workspaces; organize and find a place for everything in all public spaces, storage, and supply rooms

·         Coordinate maintenance of office equipment including cleaning, maintenance, and repairs

Operational Responsibilities

·         Serve as a bridge between employees and the workplace, helping to improve efficiency and productivity, and creating a positive and welcoming work environment

·         Participate in the Culture Team and collaborate with HR Manager to improve employee retention

·         Make recommendations on long-term approaches to workplace optimization

·         Identify areas of need within the business and collaborate with departments to establish processes and systems which improve efficiency and effectiveness

·         Build a repeatable framework for handling new problems, situations, and processes

·         Evaluate and vet current vendors and make recommendations for replacement as needed

·         Review and negotiate contracts for equipment, supplies, materials, services, and products; maintain positive relationships with all vendors

·         Create an organizational system for electronic file management including scanning and archiving client and organizational files. Set up server and create standard operating procedures for use of the system

·         Manage the IT and technical needs of the firm and the IT consultant, including priorities, software improvements, deadlines and budgets.

·         Provide standardized tech setup for employees for both office and work from home setups, including all Microsoft platforms, departmental and firm wide software platforms, RDF server, Wiki, logins, printer & webcam setup, and email and calendar settings.

·         Serve as in-house help desk; determine what typical issues are and create easily understood resources and training for employees

·         Collaborate with IT and phone vendors to problem solve issues and make decisions regarding best practices, systems and equipment

·         Responsible for setup and renewal of company business licenses for all states with RDF employees

·         Review and update inventory and purchasing system for company supplies; manage system and coordinate purchases with Finance Dept.

·         Coordinate phone coverage as needed

·         Provide constructive and timely performance evaluations and disciplinary measures as appropriate

·         Conduct regularly scheduled meetings, supervisions, and trainings to motivate staff for success, promote team building, create professional and technical skill development, and establish and maintain effective working relationships

Systems Responsibilities

·         Evaluate Action Step, Law Hustle, Lex and other company software/systems and create plan for improvement

·         Evaluate RDF Wiki, recommend new platform with table of content ability, transfer information to new platform, develop comprehensive user manual, and train employees how to use and update

·         Develop strategies for enhancement, improvement, or replacement of systems to improve productivity, efficiency, and quality of data and/or metrics

·         Create new systems as needed for use within or between departments

·         Performs other related duties as required and assigned


Required Education and Experience  

·         High School diploma or equivalent required; Bachelor’s degree preferred

·         Previous experience managing people, writing policy and process documentation, and creating and organizing systems for small to medium sized organizations.

·         Experience managing phone and computer systems or information technology

·         Minimum of 5 years office management/operations/project management experience required in an office setting with a minimum of 30 employees

·         Minimum of 5 years supervisory experience required


Required Skills and Abilities    

·         Excellent interpersonal and internal customer service skills

·         Ability to establish and maintain effective working relationships

·         Excellent verbal and written communication skills

·         Excellent organizational skills and attention to detail

·         Strong project management skills

·         Strong technical understanding of systems from both a hardware and software perspective

·         Intermediate to Advanced proficiency with Microsoft Office Suite, Office 365 Administration, calendaring and scheduling systems on Outlook, and practice management and CRM software.

·         High level of comfort learning and evaluating software programs

·         Ability to set up desktop computer systems and phones

·         Ability to prioritize assignments, manage multiple projects, and meet deadlines

·         Ability to read, analyze, and interpret common reports, documents, and contracts

·         Ability to respond to common inquiries and questions from internal and external customers

·         Demonstrates critical thinking skills and the ability to analyze problems (in systems or otherwise) with a variety of variables and develop recommendations for solving them


Supervisory Responsibility

This position will have future supervisory responsibilities of up to 3 employees


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