Office Administrator

JAS is an international, non-asset-based supply chain services and solutions company. Our services include air and ocean freight forwarding, contract logistics, customs brokerage, distribution, inbound logistics, truckload brokerage and other supply chain management services, including consulting, the coordination of purchase orders and customized management services.

The Office Administrator position requires a punctual, reliable and organized individual with a positive, professional demeanor. Office Administrators should be able to answer basic inquiries and provide general information to callers, communicating efficiently. Excellent customer service skills are a must as this role regularly interfaces with high-profile guests, vendors, applicants, customers and employees at all levels. This position will also provide assistance and support for other departments as needed.

ESSENTIAL FUNCTIONS:   

• Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests. 
• Ensures front desk is always staffed.  
• Answers incoming calls on multi-line computer-based telephone system, screens and transfers calls in a courteous and efficient manner. 
• Performs general administrative duties such as word processing, data entry, or scanning and saving documentation to electronic databases. 
• Orders, coordinates and distributes regular office supply orders. 
• Appropriately and accurately communicates routine announcement-style notices to employees via email. 
• Special projects as assigned by supervisor such as charitable drives and initiatives. 

• Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries. 
• Manage guest suite reservations and company loaner car bookings for visiting colleagues. 
• Maintain campus phone extension directory 
• Schedule conference and training rooms as needed  
• Ensure lobby area is always neat and presentable  
• Process guest and visitor wi-fi password credentials 
• Handle and process company purchase orders and invoices and obtain necessary signatures for payment   
• Handle expense reports and maintenance expense reports 
• Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite) 
• Help send packages and documents via UPS and Fedex 
• Help departments with projects using Microsoft suite  

• Other duties may be assigned 

ESSENTIAL FUNCTIONS:   

• Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests. 
• Ensures front desk is always staffed.  
• Answers incoming calls on multi-line computer-based telephone system, screens and transfers calls in a courteous and efficient manner. 
• Performs general administrative duties such as word processing, data entry, or scanning and saving documentation to electronic databases. 
• Orders, coordinates and distributes regular office supply orders. 
• Appropriately and accurately communicates routine announcement-style notices to employees via email. 
• Special projects as assigned by supervisor such as charitable drives and initiatives. 
• Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries. 

• Manage guest suite reservations and company loaner car bookings for visiting colleagues. 
• Maintain campus phone extension directory 
• Schedule conference and training rooms as needed  
• Ensure lobby area is always neat and presentable  
• Process guest and visitor wi-fi password credentials 
• Handle and process company purchase orders and invoices and obtain necessary signatures for payment   
• Handle expense reports and maintenance expense reports 
• Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite) 
• Help send packages and documents via UPS and Fedex 
• Help departments with projects using Microsoft suite  
• Other duties may be assigned 

QUALIFICATIONS: 

• Required 2-5 years’ experience working as an Office Manager or customer service representative in a corporate environment.
• Strong Organizational skills – ability to effectively handle multiple tasks simultaneously 
• MUS