Job DetailsLevelExperiencedJob LocationCorporate Office - Frederick, MDPosition TypeFull TimeTravel PercentageUp to 25%Job ShiftAM ShiftJob CategoryAdmin - ClericalDescriptionJob Title: Office Administrative AssistantLocation: Frederick, MDSchedule: Monday through Friday, 8 AM to 5 PMPosition Summary:We are seeking a highly organized and detail-oriented Office Administrator to join our team. This in-office position will primarily support the Co-Presidents and Chief Financial Officer. Join our dynamic team as an Office Administrator, where you'll play a pivotal role in coordinating a wide range of office activities to ensure maximum efficiency, expense control, and productivity. The ideal candidate will demonstrate exceptional hospitality, professionalism, and the ability to collaborate effectively with all departments within our 40-employee office. Your ability to manage and streamline office operations will drive our success. This position is not eligible for remote work and requires on-site presence.Key Responsibilities:Administrative Support:
- Provide dedicated administrative support to the Co-Presidents and Chief Financial Officer.
- Manage their schedules, coordinate travel arrangements, and handle confidential documents.
- Arrange and manage travel itineraries, including flights, accommodations, and reservations.
- Process and handle invoices in collaboration with the accounting department.
Office Operations Management:
- Supervise office activities to maximize expense control and productivity.
- Select and manage office vendors, oversee purchasing processes, and develop office procedures and policies.
- Coordinate office support services, including purchasing, repairs, preventive maintenance, and facilities management.
- Oversee office logistics and space utilization to ensure a well-organized and efficient workspace.
- Maintain office organization by lifting, bending, and moving delivery boxes or supplies to designated areas.
- Liaise with third-party vendors for office supplies and coordinate mailings from the office to the field.
Guest and Vendor Coordination:
- Coordinate visits of external guests, ensuring a hospitable and professional environment.
- Serve as the primary point of contact for external vendors and guests.
- Greet and welcome vendors, customers, board members, and other visitors, ensuring a hospitable and professional environment
Insurance and Document Management:
- Coordinate and implement workers' compensation and general liability insurance.
- Manage corporate documents, including record retention and contracts (e.g., hotel liquor and trade licenses).
- Oversee document flow and retention for investor relations.
Technology and Communication:
- Administer and optimize the office telephone system for maximum effectiveness.
- Serve as the primary point person for basic IT needs for field and office staff.
- Utilize available resources, including email, voicemail, and conference calling, to communicate efficiently with all business units.
- Work closely with the accounting and IT departments on various administrative tasks
Team Collaboration:
- Assist in managing various associate-related activities throughout the year.
- Provide limited coverage for the Front Desk Administrator as needed.
- Issue and control employee access cards for building and secure area entry.
- Collaborate effectively with other departments to ensure smooth office operations.
Qualifications:
- Bachelor's degree required; advanced degree preferred.
- Proven experience as an administrative or office coordinator.
- Strong communication and interpersonal skills.
- Ability to manage staff and work effectively as a team player.
- Intermediate to advanced proficiency in Microsoft Office Suite programs (Word, Excel, Outlook, PowerPoint, etc.)
- Independent thinker with the ability to make decisions based on gathered information.
- Ability to function with minimal direct supervision.
- Valid driver's license and proper car insurance coverage for business-related travel.
Working Conditions:
- Majority of work is performed in a well-lit, heated, and cooled office environment.
- Primarily sedentary with occasional physical tasks such as lifting and moving items.
- Local travel may be required to support the Home Office.
Benefits:
- Medical, Dental, Vision and Life Insurance
- Short- and Long-Term Disability
- Paid Time Off & Holidays
- Retirement Plan
- Tuition and Gym Reimbursement
- Employee and Pet Discounts
Plamondon Enterprises, Inc.is an equal opportunity employer and participates in the federal government's E-Verify program.