Office/Facilities Administrator

Position Overview:

We are seeking a highly organized and proactive individual to join our team as an Office and Facilities Administrator. In this crucial role, you will be responsible for ensuring the smooth and efficient operation of our office environment and managing various facilities-related tasks. The ideal candidate is a detail-oriented multitasker who can effectively communicate and collaborate with various teams to maintain a productive and comfortable workspace.

Key Responsibilities:

Office/Warehouse Administrator:

• Supplies and Inventory: Maintain an inventory of office supplies, snacks and equipment and reorder as necessary to ensure adequate stock levels. Coordinate with vendors to procure supplies at competitive prices
• Mail and Deliveries: Manage incoming and outgoing mail and packages. Distribute mail to the appropriate recipients and coordinate courier services as needed
• Communication: Serve as a point of contact for internal and external communications, ensuring messages are relayed promptly and accurately
• Responsible for overseeing the implementation of the Hub Warehouse Storage Policy
• Works with facility to ensure the proper maintenance and operations of the warehouse environment
• Evaluation and resolved reported warehouse safety concerns
• Coordinating access to the home for service contractors

Facilities Administrator:

• Maintenance and Repairs: Coordinate with the Facilites Engineer regular maintenance and repairs of office equipment, furniture, and the Emerson and Hub facilities. Liaise with maintenance staff or external service providers to ensure timely resolution of issues
• Health and Safety: Maintain a safe and compliant office environment. Implement and monitor health and safety protocols, conduct safety inspections, and working with the Facilities Leadership to ensure emergency warehouse equipment is properly maintained
• Vendor Management: Work with Facilities Leadership in collaboration with vendors, contractors, and service providers on scheduling facility-related projects, such as cleaning, renovations, and maintenance tasks
• Budget Management: Assist in preparing and managing the facilities budget, tracking expenses, and identifying cost-saving opportunities
• Assist with supporting and the administration of Facilities Computerized Maintenance Management System

Event and Project Support:

• Meetings and Events: Assist in planning and coordinating company events, meetings, and conferences. Arrange necessary facilities, equipment, catering, and logistics
• Special Projects: Support various projects related to office improvements, relocation, or expansion. Contribute to the planning and execution of these projects

Administrative Support:

• Provide administrative support to the Director, Facilities, including but not limited to, assisting with their calendar to schedule meetings, coordinate travel plans and assist with organizing day-to-day items
• Documentation: Maintain accurate records, files, and documentation related to facilities, expenses, and vendor contracts
• Reports: Generate regular reports on facilities management activities, including budget updates, maintenance logs

Qualifications and Skills:

• High school diploma or equivalent; bachelor's degree preferred.
• Proven experience in office coordination, facilities coordination, or a related field.
• Strong organizational and multitasking abilities.
• Project Management skills are preferred, but not required.
• Excellent communication, interpersonal, and customer service skills.
• Proficiency in Google Suite; Knowledge of Facilities Maintenance Management Software, preferred.
• Ability to maintain confidentiality at all times
• Knowledge of health and safety regulations and office security protocols is a plus.
• Problem-solving attitude with the ability to address and resolve facility and office/warehouse related issues.
• Attention to detail and a proactive approach is critical to the success of this role.
• Ability to work independently and collaboratively in a fast-paced environment.