Office Administrator

Job Description Title: Office Administrator Location: Huntsville, AL Position Status: Full Time Work Schedule: Regular hours are Monday - Friday between the hours of 8:00 am - 4:30 pm. Employees may need to adjust work hours during surge situations. Brief Job Description: The Office Administrator position performs a wide variety of administrative support duties ranging from general clerical support to complex administrative coordination. Additionally, this position requires intermediate or advanced level proficiency in the use of standard desktop applications, including the ability to produce documents and presentations using word processing, spreadsheets, and presentation software tools. Responsibilities: General Office Support - is responsible for the general operation of the office including greeting visitors, answering incoming phone calls, purchasing office supplies, and taking proper inventory. o Overseeing general office operations o Greets and welcomes guests; directs guests to the appropriate person and office o Answers, screens, and forwards incoming calls o Responds to and initiates inquiries (questions regarding purchasing, personnel, facilities, administration, programs, etc.) o Receives, sorts, and distributes daily mail/deliveries o Maintains office security by following safety procedures and controlling access via the Visitor Log o Purchasing office supplies and equipment and maintain proper stock levels Maintains office supply inventory and requests approval for re-stocking Maintains list of approved office supply and equipment orders/ orders as required o Ordering corporate 'swag', uniforms, kitchen resupply orders, etc. Maintains uniform inventory and requests approval for re-stocking o Administers badging and access requirements for facility Processes badges for new employees including photo, badge request and accessibility. Executive Administrative Support - supports the Executive Management team to ensure timely and consistent delivery of core company services to its clients o Monitors and updates appointments, activities and office schedules/calendars o Manages reports and management information to ensure the company meets client requirements; schedules meetings and prepares meeting agendas as requested o Communicates with executives, managers and clients regarding missing contractual items o Provides support in duplicating, assembling, distributing, collecting and verifying accuracy and completeness of various documents, forms, records and reports o Ensures all business-related documents are stored according to company policy and procedures o Maintains detailed and organized files o Performs other tasks as needed Company Event Assistant - assists with all tasks related to company scheduled events (both internal and external). o Planning off-site event details in collaboration with Business Development (e.g., HAI conference, Quad A Summit, etc.). o Creating reliable financial reports and remaining within budget with all costs. o Executing events (venue coordination, scheduling, delivery, etc.) and addressing potential problems that may arise. o Coordinating company-wide events in collaboration with Executive Management Team and HR (e.g., All Hands Meetings, Potlucks, Christmas Party, etc.). Education and Experience Requirements: Must have a high school diploma or equivalent; Bachelor's Degree in Business Administration or a related field is desired Must have at least two (2) years of related office/administrative experience; government contracting experience is highly desired Proficiency with Microsoft Office Suite or related software is required Social Media content creation and management experience is desired Experience in buying equipment, supplies, parts, services and other unique commodities is a huge plus Must have strong organizational and planning skills and the ability to prioritize work Must be detail oriented with good analytical skills and ability to handle multiple tasks independently Must be able to work in a team environment Must demonstrate positive, polite, and professional behavior at all times when dealing with coworkers, customers, and all levels of management Must have the ability to communicate using clear, concise, and accurate English; both verbal and written are Required Physical Requirements: Work may involve sitting or standing for extended periods of time. Position may require typing and reading from a computer screen. Must have sufficient mobility to include but not limited to: bending, reaching, climbing, turning, and kneeling to complete daily duties in a timely and efficient manner. There is a possibility that due to parking availability and location of work, walking moderate to long distances may be required. Must be able to lift, move, and transport items frequently over 10 pounds. Work Environment: Generally, work is conducted in an inside office environment, but may also involve some outside work depending on the task. The inside environment may be in an office or cubicle with close quarters, low to moderate noise, and bright or dim lighting. Outside work may include various environmental conditions including warm and cold climates and while on travel. Axxeum, Inc. is an equal opportunity employer. The company will provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, genetic information, military status, sexual orientation, gender identity or any other characteristic protected by applicable federal or state law. This policy applies to all terms, conditions, and privileges of employment and all policies of the company. At the time of hiring, employees are required to sign a written statement acknowledging that they are employed at the will of the company and are subject to termination at any time, for any reason, with or without notice, and with or without cause. Employees who do not have an individualized written employment contract or a collective bargaining agreement are employed at the will of the company and are subject to termination at any time, for any reason, with or without cause or notice. At the same time, these employees may terminate their employment at any time for any reasons.