Office Administrator

The Office Administrator plays a critical role in ensuring the smooth daily functioning of the assigned teams, providing administrative and operational support across multiple business management teams. This position requires strong organization, attention to detail, and the ability to juggle requests from several teams at once. Professionalism, responsiveness, and a team-first, service-oriented mindset are essential.

Essential Duties and Responsibilities include but are not limited to:

Office Operations & Administration

• Maintain and exhibit a consistently positive and professional attitude within the office, with owners, employees, and guests.

• Greet clients and guests while providing professional hospitality.

• Sort and scan incoming mail to appropriate SharePoint location.

Financial & Document Processing

• Process daily accounts payable mailings, including matching checks with remittance stubs and preparing for distribution.

• Assist teams with document management by preparing, flattening, and transferring files between AgilLink, SharePoint, and other designated systems or files.

• Download, process, and archive royalty statements, financial and other documents in accordance with established procedures.

• Reconcile monthly credit card statements for designated teams and clients.

• Process client deposits and prepare physical deposits for weekly bank runs or courier pickup.

• Maintain and organize remittance stubs, deposit stamps, checks, and bank receipts.

• Print, scan, and prepare checks and vouchers for tax extension and quarterly estimated payments, including certified mailing labels.

• Assist with printing, assembling, and mailing tax returns.

• Process and manage the receipt, sorting, scanning, distribution, and filing of 1099 tax forms.

• Download online financial statements to support Client Specialist teams as needed.

General Administrative Support

• Maintain shared filing systems, shared drives, and document retention compliance.

• Distribute incoming mail and packages to the appropriate person.

• Assist with data entry and document scanning support as requested.

Qualifications:

• Minimum of two (2) years of experience in an office administration or administrative support role, ideally supporting multiple teams in a small office environment. Education may be substituted for experience.

• Proficiency in MS Office Suite and Adobe PDF.

• Excellent problem-solving, organizational, and planning skills.

• Excellent written and verbal communication skills.

• Exceptional attention to detail and accuracy.

• Ability to multi-task and prioritize competing requests from multiple teams in a deadline-driven environment.

• Service-oriented mindset with a proactive approach to problem-solving.

• Must possess a high level of confidentiality and ability to exercise independent judgment.

Physical Demands:

• Prolonged periods of sitting and working at a computer.

• Extended screen time across multiple monitors and software systems.

• Extended hours to meet deadlines during peak periods, including, but not limited to tax season, quarterly reporting, etc. as needed.

• Frequent movement throughout the office environment, including mail handling, document processing, and meeting setup.

• May be required to lift or move items such as file boxes, mail, or office supplies over ten (10) lbs.