Office Administrator

Position Summary

Provides administrative and clerical support that requires specialized knowledge, typically to a department or group of professionals.

Essential Job Functions

Performs a variety of clerical and administrative duties for assigned department. Prepares documents, correspondence, presentations and reports as assigned. Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree. Compiles, copies, binds and distributes projects or coordinates outsourcing of production.

Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials. Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.

Works with assigned team to develop and maintain standard templates for regular departmental activities, reports and presentations to maximize efficiency and reduce turnaround time.

Assists others by furnishing information and helping with problem resolution. Answers most questions via phone or email independently and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.

Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc. Prepares basic review /analysis of reports and provides summary and/or deviations to facilitate review. Maintains organized computer and/or hard copy files for easy identification and retrieval.

Plans, coordinates and makes arrangements for on-site and off-site meetings conferences and special events. Coordinates scheduling, travel for attendees, meeting materials, AV and catering arrangements.

Ensures accurate and timely communication to involved parties.

Assists others in the office as needed while being responsible for all reception duties. Offers additional support to the operations team. May assist with departmental human resource functions, which may include maintaining time off request, training less experienced personnel, preparation of confidential personnel information and new hire orientation. Cross-trains with others as assigned.

Qualifications

Education and Experience: High school diploma or GED plus additional specialized courses or Associates Degree in related field. At least three (3) years administrative experience. Direct experience with knowledge of departmental function, procedures, terminology and interrelationships. Internal experience preferred.

Other Required Skills: PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel, and other departmental software programs. Ability to develop and maintain spreadsheets and modify formats in order to complete assignments and recommend improvements.

Ability to pay close attention to details and present good planning, organization, and time management skills. Ability to handle diverse tasks simultaneously, work effectively with interruptions and consistently meet or exceed production and quality goals. Demonstrated ability to handle confidential or sensitive information or issues. Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.

Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Initiative: Uses initiative in carrying out recurring assignments. Acts to prevent conditions from getting out of hand or to resolve an issue as they see fit and reports immediately. Is preauthorized to cope with issues and then report the results of their actions right away.

Interpersonal Communications: Frequent contact with other personnel in order to understand & resolve issues. May have frequent external contact to understand and resolve issues. Effective oral and written communication skills with good vocabulary, good grammar and good telephone etiquette.

Complexity of Duties and Decisions: Work consists of moderately complex procedures and tasks where basic analytic ability is required to compare numbers, select appropriate guidelines and procedures or identify appropriate actions to follow. Resolves all by most complex problems and questions independently.

Scope and Responsibility: Works under intermittent supervision: Objectives, priorities and deadlines are defined. Assistance is given with unusual situations that do not have clear objectives. Plans and carries out successive steps and resolves problems and deviations in accordance with instructions, policies, and accepted practices. Frequently provides guidance to less experienced personnel. Models and teaches compliance with all work practices, policies and procedures.

Physical Demands

While performing the duties of this job, is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Occasionally required to stand; walk; and stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Environment

Spends most of the time in an office environment. Occasional visit to shop area.

About Total Safety:
Total Safety is the world’s premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, comprehensive flare services, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management.

Total Safety operates from 200 locations globally to ensure the safe Wellbeing of Workers Worldwide (W3).

Total Safety is proud to be an Equal Opportunity Employer and will not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other protected status.

If you require special assistance or accommodation while seeking employment with Total Safety, please contact Human Resources at (780) 400-9402.