DescriptionAbout Us:Dynalectric Oregon has served the specialized electrical needs of the Pacific Northwest for over 80 years. We have consistently maintained a local and personalized focus while growing into one of the foremost electrical contractors in the state. As a multidisciplinary electrical firm, Dynalectric Oregon has the in-house expertise to plan, construct, install, and fully integrate every component related to electrical, controls, and telecommunications systems. Our ability to perform projects collaboratively - under one roof - helps lower costs, increases accuracy, and improves project communications.For more information, please visit www.dyna-oregon.comJob Title: Office AdministratorJob Summary:The Office Administrator (OA) is primarily responsible for office services and supplies including office supplies, stock inventory, vendor management, and may also provide support for other departments as necessary.Duties and responsibilities:Office Management:
Track inventory and stock levels of all office supplies and place orders when necessary
Order office supplies for the corporate office & field locations by request or inventory levels.
Maintain cleanliness and stocking of kitchen areas including coffee stations, refrigerators, trash/recycling, dishes, beverages, snacks, etc.
Maintain stocking of toilet paper, soap, paper towels, etc. in restrooms
Respond to office service requests
Coordinate and order catering for various meetings and events
Manage office alarm codes for new and current employees as requested
Manage office and field employee retention/incentive snack program
Work with senior leadership team to improve office operations and procedures
Escort visitors to the appropriate individual
Supervision of the Part Time Receptionist
Vendor Management:
Manage performance, negotiate contracts or add-on services for all office vendors including, janitorial, coffee/beverage, shred, plant, pest, and facility services.
Review invoices to determine accuracy of product delivery with follow-up as necessary
Act as the main point of contact for office maintenance requests. Contact appropriate vendors to resolve issues.
Build positive relationships with all vendors
Identify new vendors for the office and/or field per request
Front Office Duties:
Answer phone calls & direct to the appropriate division or individual
Welcome and assist clients, employees and vendors and ensure that all visitors have properly checked-in
Assist with new hire orientation check in process. Print dispatch documents, coordinate with the warehouse on safety equipment (sizing)
Sort and distribute all incoming mail and ensure all outgoing mail is ready for pickup
Facilitate delivery of packages to office employees
Coordinate with the Warehouse on delivery of packages for field personnel
Prepare UPS outgoing shipments and distribute incoming shipments
Assist employees with special mailings, such as certified mail
Scan & email unemployment claims to 3 rd party provider
Sort and distribute all invoices
Process incoming checks (Separate all checks from regular mail; restrictively endorse checks with stamp; enter checks in daily A/R receipts log and send email to A/R list)
Additional Duties:
Assist other departments, (Training, Marketing, Business Process, Contracts)
Special projects as designated by CFO or Finance Director
Qualifications:
High School Diploma/GED is required, some college preferred
Previous experience as an office manager, receptionist, or using a multi-phone line system preferred
Good knowledge of MS Office Suite
Excellent written and verbal communication skills
Outstanding communication and customer service skills
Excellent organizational and time-management skills
Ability to multi-task in a fast-paced work environment
Working Conditions:
Office-based. Monday – Friday during normal business hours.
Physical requirements:The physical demands described here are representative of those that must be met by the Office Administrator to successfully perform the essential functions of this job.The Office Administrator is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must be able to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.Direct reports:Part Time ReceptionistBenefits:
Health & Welfare (medical, dental & vision)
401(k)
401(k) match
Paid time off
Paid holidays
Flexible spending accounts
Life insurance
Disability insurance
Employee assistance program
We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled#dynor
