The Office Administrator will provide support to and be responsible for a wide range of office, leasing, accounting and business development activities. This is a full-time non-exempt position and reports to the administrative lead. ICNC is a dynamic organization and being flexible and comfortable with ambiguity will help you excel in this role. Proficient computer skills and interests in learning new databases is a must. Bilingual English/Spanish skills is required.
Primary Responsibilities:
Office Management
- Welcome and greet visitors in person or on the telephone, determine nature of call and announce visitors to appropriate staff;
- Manage new hire onboarding process as it relates to work station set-up and office orientation;
- Ensure reception, kitchen, plants and all common areas are kept tidy and in order and office supplies are readily available;
- Occasional English to Spanish and Spanish to English interpretation during staff meetings.
Business Services
- Develop and maintain standard operating procedures which enhance office productivity;
- Ensure ongoing operation and maintenance of office computers, networks, and printers;
- Manage reservation calendar for common area rooms;
- Collect, open and distribute office mail;
- Plan and coordinate most company events and assist with onsite event set-up;
Data Entry Support
- Enter and update prospective members and donors in Salesforce and Constant Contact databases;
Property Management Support
- Assist with tenant onboarding and off-boarding, including processing paperwork, keys and key cards, updating tenant databases;
- Dispatch building maintenance calls;
- Manage building security camera system and follow-up on all property incident reports;
- Monitor leasing of parking lots;
- Send out building specific announcements and alerts via constant contact;
- Steward various security, utilities, delivery, supplies, etc. vendor relationships.
Accounts Payable/Accounts Receivable Support
- Receive and prepare bank deposits using a remote bank image scanner;
- Communicate receipt of membership checks with economic development department;
- Retrieve, scan and organize documents in digital folders;
- Post tenant information into appropriate databases;
- Support finance department with small, irregular projects as needed.
Qualifications:
- Ability to work independently, prioritize, organize, problem solve and exercise good judgment with minimal supervision;
- Prior administrative assistance experience is a Plus
- Strong communication skills, both written and verbal;
- Excellent administrative and organization skills with the ability to pay attention to details;
- Bilingual English/Spanish is required
- Great follow-up and basic conflict resolution skills;
- Familiar with various office and computer equipment;
- Must have intermediate experience in Microsoft Word and Excel;
- Flexible and have the ability to support multiple departments ;
- Willingness to learn computer software programs ie. MRI, QuickBooks, SalesForce, Teams, Constant Contact, Neoserra and ADP;
- Self-starter that is collaborative, energetic, creative, proactive, and responsible;
- Able to work effectively under time pressure and/or deadlines and maintain a high level of confidentiality.
Position Structure & Benefits Incentives
This is a full-time onsite position; 40 hours per week; 8:30am-5pm, Monday-Friday.
Starting annual salary range is $40K-$45K; commensurate with experience;
Benefit incentives includes: One-week paid vacation to start plus one week personal/sick time off, participation in group health insurance plan, retirement plan with company match, short and long term disability and life insurance; training and career development opportunities available.
This position is eligible to participate in ICNC’s growth incentive bonus plan.
To Apply:
Please email letter of interest, current resume, and three professional references to virizarry02@iwe.staugustine.edu
Include the title of this listing in your email