Administrative Specialist, Office Manager

Administrative Specialist, Office Manager Location: USA – Huntsville, Wall Triana Hwy As the Office Manager at DSV, you will oversee the administrative and operational functions of the office, ensuring smooth day‑to‑day operations and providing support to staff members. Duties and Responsibilities Oversee day‑to‑day office activities as the main point of contact in the reception area and keep management informed. Provide direct administrative support as needed, including scheduling appointments, meetings, events, booking travel, mailing and shipping packages, and updating contact databases and employee lists. Manage keycards, badges, and the Envoy system for visitors. Maintain training records, CW1 license records, and assist with employee termination. Assist in managing phone extensions and ensure the reception has an accurate list of user extensions. Maintain the office condition and order in storage rooms, arranging necessary repairs. Monitor office supplies and order new stationery, supplies, furniture, appliances, and electronics as required. Liaise with facility management vendors, including cleaning, catering, and security services. Manage all aspects of space/infrastructure planning (e.g., moves, additions, changes to workstations) and provide answers, resources, and solutions when requested. Provide general support to visitors. Assist in the onboarding process for new hires and trainees, including mobile phones. Plan in‑house or off‑site activities, such as parties, celebrations, and conferences. Partner with HR to update and maintain office policies as necessary. Provide general IT support to guide employees to the correct resource and process. Act as Wellness ambassador for the branch. Coordinate facilities security as security coordinator. Assist with Universal Waste and eWaste removal from the office, disposing of old IT equipment and related electrical equipment. Assist branch participation with the Business Continuity Plan (BCP). Take responsibility for the QHSE program if no other employee in the branch has been assigned. Educational Background / Work Experience Bachelor's degree in business administration, office management, or a related field is preferred. Minimum of 3–5 years of experience in office management or administrative roles, with demonstrated leadership and organizational skills. Skills & Competencies Strong organizational and multitasking abilities. Excellent communication and interpersonal skills. Proficiency in office software applications, including Microsoft Office (Word, Excel, Outlook). Attention to detail and problem‑solving skills. Ability to prioritize tasks and meet deadlines in a fast‑paced environment. Supervisory Responsibilities Directly supervise administrative staff and oversee their daily activities, providing guidance, training, and performance feedback as needed. Preferred Qualifications Certification in office management or administrative support (e.g., Certified Administrative Professional). Experience with office management software or systems (e.g., Microsoft SharePoint, G Suite). Knowledge of basic accounting principles for budget management. Language Skills Fluent in English (oral and written). Computer Literacy Proficient in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook). Familiarity with office management software for scheduling, document management, and communication. At Will Employment DSV Air & Sea Inc. employees are hired for an undefined period of time as "at will" employees. This means that an employee may be terminated for any reason, or no reason at all, at any time, provided the discharge does not violate any law. Each employee also has the right to terminate his or her employment at any time. Compensation Expected base pay range: $26.40 – $33.00 per hour. Actual compensation will be determined based on job‑related factors such as experience, skills, education, certifications, and geographic location in accordance with applicable laws and company policy. Benefits Information regarding DSV's benefits offerings, including eligibility, coverage options, and plan details, is available through the DSV Benefits Showcase. Benefits, programs, and eligibility may vary by location and division in accordance with applicable state and local laws. Equal Employment Opportunity DSV is an equal employment opportunity employer. Candidates are considered for employment without regard to race, creed, color, national origin, age, sex, religion, ancestry, disability, veteran status, marital status, gender identity, sexual orientation, national origin, or any other characteristic protected by applicable federal, state or local law. If you require special assistance or accommodation while seeking employment with DSV, please contact Human Resources at View email address on click.appcast.io. DSV reserves the right to defer or close a vacancy at any time. #J-18808-Ljbffr