Office Administrator

Job Title: Office Administrator

Schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m.

Reports To: General Manager

Position Summary

The Office Administrator is responsible for providing administrative and operational support to ensure the efficient day-to-day functioning of the office. This role serves as a primary point of contact for visitors and customers, supports management through reporting and recordkeeping, and maintains a professional and organized office environment.

Key Responsibilities

Administrative Support

· Report directly to the General Manager and provide daily administrative assistance

· Prepare, compile, and distribute internal reports, summaries, and correspondence

· Maintain accurate filing systems (both electronic and physical)

· Handle incoming and outgoing mail, emails, and phone calls

· Schedule meetings, appointments, and conference rooms as needed

· Assist with document preparation, data entry, and record maintenance

Front Office & Customer Service

· Welcome and assist visitors, customers, and vendors in a courteous and professional manner

· Answer and route incoming phone calls appropriately

· Serve as the first point of contact for general office inquiries

· Maintain a clean, organized, and professional reception and office area

Reporting & Coordination

· Collect and organize operational data for management review

· Assist the General Manager with daily, weekly, and monthly reports

· Track office metrics, logs, and basic operational information

· Coordinate communication between departments as directed

Office Operations

· Order office supplies and maintain inventory levels

· Coordinate with vendors, service providers, and maintenance personnel

· Ensure office equipment is functioning properly and arrange service when needed

· Support basic HR related tasks such as onboarding paperwork and recordkeeping, as applicable

Compliance & Confidentiality

· Handle sensitive information with discretion and professionalism

· Follow company policies, procedures, and safety guidelines

· Support audits or internal reviews as requested by management

Qualifications

· High school diploma or equivalent required; associate degree preferred

· Previous administrative or office support experience preferred

· Proficiency in Microsoft Word, Excel, Outlook, and basic office software

· Strong organizational and time management skills

· Excellent written and verbal communication skills

· Professional appearance and customer focused attitude

· Ability to prioritize tasks and work independently

Work Environment

Professional office setting

Standard business hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

Requirements

Qualifications

· High school diploma or equivalent required; associate degree preferred

· Previous administrative or office support experience preferred

· Proficiency in Microsoft Word, Excel, Outlook, and basic office software

· Strong organizational and time management skills

· Excellent written and verbal communication skills

· Professional appearance and customer focused attitude

· Ability to prioritize tasks and work independently

Work Environment

Professional office setting

Standard business hours: Monday through Friday, 8:00 a.m. to 4:30 p.m.

MSR-FSR is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.

COMPETENCIES:

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally (less than 1/3 of the job)

• Frequently (1/3 to 2/3 of the job)

• Continually (more than 2/3 of the job)

• Frequently required to stand.

• Frequently required to walk.

• Occasionally required to sit.

• Continually required to utilize hand and finger dexterity.

• Continually required to talk or hear.

• Occasionally required to climb, balance, bend, stoop, kneel or crawl.

• Occasionally work near moving mechanical parts

• While performing the duties of this job, the noise level in the work environment is usually quiet.

• The employee must occasionally lift and /or move more than 20 pounds,

• Specific vision abilities required by this job include close vision and depth perception

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• 401K
• Life Insurance
• Flexible Spending Accounts (FSA)
• Disability Insurance
• Paid Time Off
• Training & Development