Office Administrator

About Stellix

The Stellix Group of companies share a common mission of providing transformative solutions at the intersection of science and technology that enable our customers to deliver a healthier and more sustainable future. Our unique portfolio of companies is focused on helping life sciences and industry manufacturers build, connect, and transform operations and IT to make real progress in breakthrough therapeutics, food, energy, and more.

Here’s What You’ll Get

• Highly competitive Medical, Dental, and Vision Insurance
• Flexible Spending or Health Savings Accounts
• Unlimited Vacation Time
• 10 Paid Holidays
• 12 Paid Weeks Maternity Leave
• Pet Insurance
• Retirement Savings: 401(k) and Employee Stock Ownership Plan
• Employee Referral Bonus
• Professional Development Reimbursement
• Company Paid STD, LTD, and Life Insurance

Role Summary

We are looking for an Office Administrator, who will greet and direct visitors to the office. Provide direction and support for customer inquiries into Stellix’s products and services. Maintain a professional appearance and an organized, clean, and neat desk and lobby area. Cooperate with others to uphold Stellix's commitment to being Totally Customer Focused.

Duties and Responsibilities

• Answer the telephone promptly and courteously. This includes directing the customer to the Stellix associate best suited to satisfy their needs.
• Provide occasional telephone support for the other (2) office locations when the Office Administrators are out of the office.
• Greet visitors in a positive and receptive manner.

Primary responsibilities include:

• Electronic and physical distribution of emails, faxes and US postal mail.
• Review and submit invoices received at office to Corporate Finance Department
• Process finance vendor invoices, filing & organization of invoices, preparing, mailing checks and daily check deposits.
• Primary contact for all shipping/receiving needs of the office and order submitting.
• Update customer database as well as maintain staff and cell phone directory.
• Maintain the office space and lobby area in a clean, neat and organized manner.
• Manage office supplies inventory. Order/Re-order supplies, ensure office equipment is kept in good working order.
• Work with external vendors and the Stellix Facilities function as needed.
• Supports special projects, customer, and employee events, including such things as:
• Coordination and execution of meetings and meeting needs (meals, refreshments, calendar invitations, flowers, gifts, communications, etc.)
• Assist with the setup / breakdown of in-office events such as company meetings, customer meetings, and other planned activities.
• Vendor Management for catering coordination and/or other general office needs
• Primary point of contact / Liaison between Stellix and building leasing company (Landlord) for items such as:
  • Employee building access / badge requests
  • Maintenance Requests
  • General office needs
  • Provide administrative support when needed in such areas as spreadsheet support, customer visit preparation, shipping/receiving activities, scanning and filing.
  • Provide support for education and training activities as needed.
  • Responsible for providing uncompromising quality to all work processes in designated area of responsibility.
  • Has the authority to stop those work processes at any time it is believed that quality is being compromised.
  • Keeps a keen eye on ensuring the safety and security of the office and our employees. Reports issues of concern to Management expeditiously.
  • Performs other duties as assigned to support team members.?

Qualifications

• Positivity and a conscientious mindset with a high level of enthusiasm and willingness to learn and incorporate coaching and instructions into daily tasks and assignments.
• Self-motivating attitude and the desire to support and encourage a collaborative and engaging work environment for Stellix employees and customers.
• Desire to succeed as a self-starter with a strong sense of ownership and the ability to work independently on assigned tasks as appropriate.
• Highly organized work ethic with critical attention to details
• Exceptional time management skills and the ability to prioritize work effectively.
• Strong verbal and written communication skills.
• Technology skills, including the use of Microsoft Office tools; (Outlook, Word, Excel, PowerPoint, SharePoint, SmartSheet, etc.).
• Ability to quickly adopt to new software technologies as needed.

Minimum Requirements:

• High School Diploma, or equivalent
• 5 years of prior Office Administration Support experience
• Reliable transportation and the ability to work onsite at our NECI office in Clifton Park, New York, Monday – Friday, (8AM – 5PM)

The starting pay for this position will be between $23 and $28 per hour, depending on experience

Must be currently authorized to work in the United States.

Policy on Third-Party Unsolicited Resume Submissions: Please note that any third-party unsolicited resume submissions will immediately become the property of Stellix. Stellix will not pay any fee to a submitting employment agency, person, or entity unless a signed agreement is established.

Please Note: Stellix is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other characteristic protected by law.