Office Administrator

Job Description

Job Description

We are looking for an organized and meticulous Office Administrator to join our team in Reston, Virginia. In this role, you will oversee a variety of administrative and operational tasks to ensure the smooth functioning of our office. The ideal candidate will excel in managing daily operations, maintaining structured workflows, and supporting overall office efficiency.

Responsibilities :

• Oversee mail handling processes, including sorting, distributing, and managing outgoing packages through various carriers.
• Serve as the primary point of contact for building maintenance and security concerns, liaising with the landlord and ensuring timely resolution of issues.
• Maintain and restock office supplies, including pantry items, beverages, and paper products, to ensure adequate inventory levels.
• Follow and implement archiving procedures, managing the cataloging, shipping, and retrieval of records while coordinating annual destruction processes.
• Process invoices for approval, track variances, and ensure proper documentation for all billed items.
• Coordinate emergency response plans, schedule first aid training, and train employees on evacuation protocols.
• Greet and assist visitors, ensuring adherence to building security procedures, including visitor sign-in and badge issuance.
• Keep the front office organized and presentable to maintain a neat and well-maintained appearance.
• Record minutes for weekly operational meetings and distribute accurate meeting notes to relevant stakeholders.
• Create and distribute monthly reports and presentation materials to key team members.
• Proven experience in accounts payable, accounts receivable, and invoice processing.
• Proficiency in QuickBooks and other accounting software.
• Strong data entry skills with a high level of accuracy and efficiency.
• Excellent organizational and multitasking abilities.
• Effective communication skills, both written and verbal.
• Ability to manage time and prioritize tasks in a fast-paced environment.
• Familiarity with office equipment and basic troubleshooting.
• Knowledge of emergency response and workplace safety procedures is a plus.