Part-time Office Administrator

We are seeking an exceptionally organized, detail-oriented, and upbeat Part-Time Office Administrator to serve as the backbone of our office operations. This role is critical to ensuring smooth day-to-day functions, allowing our team to focus on growth and sales. The ideal candidate will be a proactive problem-solver with a positive attitude, capable of becoming the "right-hand" for all office administration tasks.

Key Responsibilities:

• Policy and Procedure Management Act as the office policy guru by maintaining organized, searchable policies and instructional tutorials. Ensure all materials are clear, current, and accessible for employee self-help. Proactively identify the need for new tutorials and communicate these needs to the team. Collaborate with team members to revise and update existing policies to ensure they remain relevant and effective. Assist in auditing and updating the employee manual to keep policies comprehensive and understandable.
• Executive Assistance Act as a personal assistant to the President, managing their weekly schedule, email inbox, and communications to maximize productivity. Help delegate tasks where appropriate to streamline operations and ensure efficient use of time.
• Bookkeeping and Financial Administration
   Perform bookkeeping tasks, including:
  • Accurately entering vendor invoices weekly to ensure timely financial record-keeping.
  • Assisting with monthly account reconciliations to ensure accuracy of financial records.
  • Investigating and resolving discrepancies in invoices, payments, or accounts.
  • Managing vendor credits, ensuring they are applied correctly and tracked.
  • Field & complete compliance requests from vendors & customers
  • Preparing monthly vendor tracing reports to monitor vendor activity and ensure compliance.
• Celebrations and Team Morale Track employee birthdays, anniversaries, and other milestones, organizing celebrations relating to bonuses, holiday events, and potlucks to foster a positive and engaging office culture.
• Office Historian Maintain the company photo album and contribute creative ideas to bring fun and camaraderie back to the workplace.
• Time-Off and Calendar Management Manage time-off requests and ensure the office calendar is accurate and up-to-date to support seamless scheduling.
• Order Flow Management Monitor open orders daily, ensuring responsible parties are on track and order flow is maintained efficiently.
• Office and Warehouse Supplies Management Order and track office and warehouse supplies, ensuring supply inventory is organized, within budget, and only essential items are purchased to prevent shortages or waste.
• Phone and Order Support (Backup) Serve as backup for answering phones and taking orders during absences or busy periods, with training provided.
• Order Processing (Backup) Assist with order processing tasks, such as picking and checking, to support the team as needed.
• Additional Duties
  • Coordinate with vendors and service providers to ensure timely delivery of goods and services.
  • Maintain a clean, organized, and welcoming office environment.
  • Assist with onboarding new employees by preparing necessary documentation and materials.
  • Generate basic reports on office metrics (e.g., supply usage, order status) as needed.

Qualifications:

• Required:
  • Exceptional organizational and time-management skills with a keen eye for detail.
  • Upbeat, positive attitude with a passion for fostering a fun and collaborative workplace.
  • Strong communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office software.
  • Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
  • High school diploma or equivalent.
• Preferred:
  • Previous experience in office administration or a related role.
  • Familiarity with basic bookkeeping.

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