The Office Administrator is responsible for organizing, coordinating, and supporting the day-to-day operations of the organization to ensure administrative processes are completed accurately, efficiently, and in a timely manner. The position provides essential administrative support across office operations, mail and document management, beneficiary-related processes, financial and disbursement activities, scheduling, facilities, and general organizational needs.
The Office Administrator works closely with management and other staff members and serves as a central point of coordination for a variety of recurring administrative processes and special projects. The position requires strong organizational skills, attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities independently.
Responsibilities
- Answer and manage incoming phone calls to PLAN
- Respond to and route emails, faxes, voicemails and other forms of communication.
- Prepare internal bills and coordinate required approvals and signatures
- Provide general clerical support, including copying, scanning, document preparation and filing, including but not limited to office records, forms and staff lists
- Handle and manage incoming and outgoing mail and shipments
- Coordinate conference rooms, virtual meeting setups and assist with scheduling appointments.
- Provide administrative assistance to management and staff as needed.
- Coordinate information and requests between departments and individuals.
- Assist with special projects and recurring organizational initiatives.
- Provide coverage and administrative support for other staff functions when needed, including enrollment-related administrative work and check run auditing
- Manage inventory of office supplies, cleaning and kitchen supplies, materials and equipment
- Ensure common areas, workspaces, and office supplies are kept clean, organized, and orderly.
- Assist Director of Operations in being a point of contact with external IT support provider
- Provide weekly support for disbursement processes, including verifying information on disbursement requests and outgoing payments, verifying deposits, and assisting with weekly audits
- Coordinate routine beneficiary updates in Salesforce and banking records, including address changes, account balance and deposit confirmations.
- Coordinate with accounting and other staff when financial or disbursement information requires correction or updating.
- Coordinate information and requests between PLAN and external partners for request for account balances and statements for public benefits applications and recertifications
- Assist with special projects and recurring organizational initiatives.
- Provide coverage and administrative support for other staff functions when needed, including enrollment-related administrative work and check run auditing.
- Perform other duties and responsibilities as assigned.
Skills
- 1-3 years of office administration or related experience
- Strong organizational skills and attention to detail
- Excellent written and verbal communication, including professional telephone skills.
- Ability to manage multiple priorities and meet deadlines and multi-task as necessary
- Ability to work independently and as part of a team.
- Proficiency with Microsoft 365, including Word, Excel, and Outlook.
- Ability to learn and use organizational software and systems, including Salesforce.
- Ability to handle confidential information with discretion.
- Professional and compassionate interpersonal skills when working with beneficiaries, families, staff, and other contacts
- Positive attitude; solution focused; and collaborative working style
- Have an interest in working with individuals with various levels of abilities in a compassionate and respectful manner
Requirements
- High School Diploma minimum
- Previous experience as an office administrator, office assistant or relevant role
Work Environment
- In-person, Monday-Friday, 9am-5pm
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Tuition reimbursement
- Vision insurance
Work Location: In person
