ICON National

Compensation

Full Description

Job Overview The Office Administrator responsibilities include the day-to-day office operations, providing administrative support, and ensuring smooth and efficient office functioning and assists with company event planning. Building Facilities Coordinator duties include the day-to-day operations of the building, responsible for the overall functionality, maintenance, and safety of a building and its grounds. This role requires a proactive, highly organized individual who can efficiently manage multiple responsibilities while maintaining a welcoming and professional office environment. Key Responsibilities Office Administrator · Oversee daily office operations, including the management of office supplies, equipment (with the assistance of IT Coordinator), inventory, and filling the copiers’ paper trays. · Manage the procurement of office and kitchen supplies. Meet with vendors to secure the best pricing. · Maintain cleanliness and organization of all common areas such as kitchens, restrooms, conference rooms, bullpen, and the lobbies. · Load and unload dishwashers, keep supplies and snacks stocked, and areas tidy. · Ensure meeting rooms are prepared and cleaned before and after use. Ensure rooms are stocked with refreshments and materials for meetings. · Coordinate internal and external meetings, including booking meeting rooms, catering, and necessary technology or supplies. · Greet guests and visitors, providing a warm and professional welcome. · Handle incoming and outgoing mail, including sorting, distributing, and shipping as needed. · Coordinate with vendors and service providers for office maintenance and repairs as needed. · Oversee and coordinate the resolution of facility issues and the implementation of any necessary improvements. · Provide general administrative support to staff and leadership as needed. · Run errands as needed. · Prepare reports, presentations, and documentation as required. · Perform other duties as assigned to support the overall operations of the business. · Assist in the planning and execution of company events, parties, and team-building activities. · Assist in the management of swag and other collateral. Building Facilities Coordinator · Operations and maintenance: Ensure the building and grounds are clean, safe, and properly maintained, which includes everything from cleaning and repairs to managing HVAC. · Safety and compliance: Implement and enforce health, safety, and environmental standards to ensure the building is compliant with all relevant regulations. · Budget and vendor management: Create and manage budgets for facility needs, and handle all aspects of working with third-party vendors for maintenance, repairs, and other services. · Project management: Coordinate and oversee projects like renovations, refurbishments, and new installations. · Manage and delegate tasks to maintenance, cleaning, and other facilities vendors. · Strategic planning: Develop long-term plans for facility needs, including space planning, sustainability initiatives, and capital improvements. Qualifications · Minimum of 5 years of experience in office administration, facilities management, or a related role. · Previous experience in event planning or coordination is a plus. · Strong organizational and time management skills. · Ability to handle multiple tasks and prioritize effectively. · Excellent communication and interpersonal skills. · Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Experience in SmartSheet a plus. · Strong attention to detail and problem-solving abilities. · Ability to work independently as well as part of a team. · Flexibility to adapt to changing priorities and business needs. · Comfortable working in a fast-paced environment. Pay: $60,000.00 - $70,000.00 per year Benefits: • 401(k) • Dental insurance • Health insurance • Paid time off • Vision insurance Work Location: In person