Office Administrator

Certified Group is a leading North American provider of laboratory testing and audit and certification services. The Certified Group of companies includes Food Safety Net Services (FSNS), Certified Laboratories, EAS Consulting Group, Labstat International Inc., Advanced Botanical Consulting & Testing (ABC Testing Inc.), Microconsult Inc. and Micro Quality Labs Inc. The Certified Group provides analytical testing and regulatory guidance services in the food & beverage, dietary supplements & NHP, cosmetics, OTC, personal care, tobacco, cannabis, nicotine, and hemp industries.  

We are currently looking for an Office Administrator to join our growing team!

JOB SUMMARY

The Office Administrator has the primary responsibility for coordinating office activities and operations to secure efficiency and compliance to company policies. As well as answering the telephones, greeting visitors, and managing daily clerical activities.

ESSENTIAL RESPONSIBILITIES

• Responsible for answering telephones, screen and/or forwards phone calls to appropriate personnel or department. 
• Responsible for greeting guests in a professional, friendly, and hospitable manner. Determines nature and purpose of visit and notifies or escorts visitors to specific personnel or department.
• Keep a current record of all visitors’ whereabouts with the facility.
• Ensures outgoing mail is sent out in a timely manner.
• Responsible for the distribution of all mail and incoming faxes to appropriate personnel.
• Receive supply lists from all departments and orders office supplies weekly and distributes supplies to appropriate departments.
• File and maintain client records as needed.
• Enter and verify data into LIMS in a timely and accurate manner.
• Responsible for the upkeep of the Front Office, Lobby and/or Conference Room.
• Professionally administer all front desk activities in a timely and courteous manner.
• Maintain the copy room and maintenance required.
• Receive supply lists from all departments and order office supplies weekly. Distribute supplies to appropriate departments and maintain an inventory.
• Proactively looking for ways to assist employees/departments and/or management.
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Track stocks of office supplies and place orders when necessary
• Assist colleagues whenever necessary
• Other duties as required.

MINIMUM QUALIFICATIONS

• High school diploma or G.E.D. certificate.
• Giving full attention when conversing with a guest/employee, understanding the points and asking/answering questions as needed.
• Multi-task in a fast paced, deadline oriented environment.
• Minimum three (3) years’ experience in both numeric and alpha data entry, preferably in a lab environment with some LIMs experience.
• Minimum of three years experience as a front desk receptionist in a dynamic environment.
• Communicating effectively in writing as appropriate for the needs of the audience.  Understanding written sentences and paragraphs in work related documents.
• Excellent computer skills.  Microsoft Office required.
• Must be able to lift 25 lbs.

PHYSICAL DEMANDS

• Dexterity of hands and fingers to operate a computer keyboard, mouse and to handle other communications/computer components.
• Potential exposure to odors, fumes, airborne particles, hazardous chemicals, and microbiological pathogens
• Noise level varies from quiet to loud.
• Temperature varies from hot to cold.
• Interactive and fast-paced team-oriented tasks
• Overnight Travel is required at the discretion of management.
• Occasionally lift and/or move up to 25 pounds.
• Color vision and depth perception

Benefits: 

• Progressive 401k Retirement Savings Plan
• Employer Paid Short- Term and Long-Term Disability, and Life Insurance
• Group Medical
• Tuition Reimbursement
• Flexible Spending Accounts
• Dental
• Paid Holidays and Time Off
• Many positions which qualify for the company bonus program

Certified Group values diversity in its workforce. The company is firmly committed to a policy of Equal Opportunity and will administer its policies in a manner that treats each employee and applicant for employment on the basis of merit. Certified Group will take affirmative action to seek out qualified applicants without regard to race, color, religion, sex, national origin, age, handicap, or veteran status.