Office Administrator

Job Description

The Office Administrator works under direct supervision of the Vice President of US Public Affairs, providing reception and office management support to the Novartis Washington, DC office.

Pay: $45.00 per hour. Hours: 32 hours per week. The pay listed is the hourly range or the hourly rate for this position. A specific offer will vary based on applicant's experience, skills, abilities, geographic location, and alignment with market data. Benefits: ABM offers a comprehensive benefits package. For information about ABM's benefits, visit ABM Employee Benefits | Staff & Management

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Responsible for the administrative and organizational duties to maintain a functional office.
• Receives and directs incoming visitors to appropriate personnel. Responsible for managing calendar of external visitors as well as coordination of badging system with corporate Security.
• Provides general hospitality services to reception area, office kitchen, conference rooms, and other common areas. Requests building and/or equipment repairs and services as needed.
• Manages the schedules and approval of conference rooms, schedules and coordinates meetings held within the office, including any equipment needed for meetings and catering.
• Organize and inventory office supplies, snacks, and beverages, as well as other common use items for the office/location.
• Responsible for distributing and tracking packages, posting mail, and arranging messenger services as needed. Troubleshoots for missed deliveries.
• Oversees the proper maintenance of office equipment including but not limited to copiers, phone systems, conference room AV systems, TVs, and printers. Solves routine issues and minor equipment problems independently.
• Maintains relationship with vendors that provide services and goods to the office and serves as interface with NVS US REFS on inter-office issues to ensure coordination of policy among NVS sites.
• Files expense reports for office expenses in SAP Concur to ensure proper coding of invoices for services or goods.
• Manages building parking for employees and parking validation for visitors.
• Aids in the planning of all office events and promotes activities internally in a timely fashion.
• Assists in the completion of the office Business Continuity plan to ensure communication during emergency situations.
• Other duties as needed.

Qualifications

QUALIFICATIONS

• Must be extremely personable, have attention to detail, an ability to multi-task, and have strong interpersonal skills to work and interact with different personality types.
• Must exhibit excellent judgement and discretion in interactions with internal and external stakeholders, maintaining confidentiality of office proceedings.
• Proficient with Microsoft Office Suite products such as Outlook, Teams, PowerPoint, Word, Excel, etc.
• Experience with property management platform
• Familiarity with SAP Concur for creating purchase orders.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles). CERTIFICATES and/or LICENSES None. COMMUNICATION SKILLS Ability to:

• Comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Write routine reports and correspondence.
• Respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Effectively communicate information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and ABILITIES

Intermediate skills with Microsoft Office Suite products such as Outlook, Teams, PowerPoint, Word, Excel, etc. Ability to work flexible work schedules based on business needs.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.