Office Administrator

Job Description:

Are you highly organized, people-focused, and energized by keeping a fast-paced office running smoothly? We are seeking an experienced Office Administrator to support daily operations, employee engagement initiatives, and administrative functions across our organization.

Summary:

The Office Administrator is responsible for performing a wide variety of responsibilities and tasks, including but not limited, to supporting department managers with day-to-day function, such as planning and coordinating events and employee communications, purchasing supplies, and providing administrative support to the organization.  

This role is ideal for someone who thrives in a fast-paced engineering environment, enjoys building efficient processes, and takes ownership of creating an exceptional employee and visitor experience.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Additional responsibilities and requirements may change at any time with or without notice.

 Responsibilities and Duties include but are not limited to: 

• Assists DTS managers and Human Resources department with various day-to-day functions including, but not limited to, purchasing supplies, recruiting, onboarding, HRIS updates, payroll, training, employee events and communications. 

• Provides administrative support for DTS executives and managers by providing arrangements, documentation, reports, and correspondence. 

• Answers telephones providing caller with general information and/or directs callers to appropriate staff member or voicemail.  Reviews general delivery voicemails daily & routes voicemail to appropriate staff member.  Updates DTS phone greeting as needed. 

• Greets clients and visitors and ensures the appropriate security protocols are maintained. Notifies the appropriate staff member of the person’s arrival. 

• Purchases company office, building, and breakroom supplies in a cost-effective manner.  Coordinates with vendors and replenishes supplies as needed.  Makes recommendations for alternative sources/supplies as appropriate.  May negotiate vendor contracts. 

• Oversees administrative procedures and processes for various functions within DTS.  Maintains and updates procedures and processes as needed. 

• Budgets, plans, executes internal and external company events (such as Monthly State of the Union Meetings, Learning Loops and Trainings, Holiday Event, Annual Meeting, summer events, and other events).  

• Coordinates the employee recognition programs and ensures awards are presented it a timely manner.  Ensures employee celebratory events (service anniversaries, birthdays, etc. are recognized in a timely manner. 

• Arranges department and training meetings (in person & virtual) as requested by scheduling meeting time, venue, and meals/refreshments, as well as, providing documentation, recording attendance, etc. 

• Maintains DTS company calendars including training schedules, employee event calendar for birthdays and anniversaries, etc. 

• Creates electronic announcements for upcoming events on company monitors, intranet, and Paylocity as appropriate. 

• Assist with recruitment activities including posting jobs and scheduling interviews, as needed. 

• Assists employees by answering questions within the scope of experience and skills.  Refers employees to appropriate manager/employee as needed. 

• May assist employees in arranging hotel and/or travel arrangements in a cost-effective manner as requested. 

• Updates various documents, such as DTS Organizational Charts,  employee phone lists, emergency contact lists, etc., on a regular basis.  Prepares employee newsletter. 

• Performs other job-related tasks as requested by DTS management.