Office Administrator

Fujitsu Frontech North America Inc.

Job Posting 

Pay rate: 

Non-Exempt/Exempt: 

Job Status: 

Reports to:

SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Essential Functions of the position include, but are not limited to:

• Coordinates facility and common area upkeep with professionalism and in a friendly manner.
• Handles incoming and outgoing daily mail – distributes mail to recipients, sends out mail as needed. 
• Maintains inventory Maintains i of office/kitchen/breakroom supplies and processes orders when needed.
• Assists with event coordination-customer meetings/visits, employee events and training meeting. Coordinates catering, visitor badges, guest office space, etc.
• Assists with office security -Issues, checks, and collects keycard badges as necessary. 
• Assists with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans.
• Maintains the electronic filing system for facility related documents.
• Prepares monthly, quarterly and yearly reports for Management.
• Regular work site attendance

• Initiates Purchase Requisitions with recommended supplier(s).  Obtains proper authorization and follows-up on status.

• Ensures equipment functionality  and space safety following safety standards.
• Handles work orders, urgent maintenance calls and liaises with building management and contractors to ensure problems are resolved quickly, efficiently, and safely.
• Processes bills/invoices promptly for service providers/suppliers and maintains records
• Implements preventive maintenance schedules and safety protocols for facilities and equipment.
• Over sees office cleaning contracts, maintenance staff, and maintains vendor relations.
• Provides administrative support and backup for Operations and Facilities management.
• Prepares for and participates in meetings, events, etc. for safety team and emergency preparedness activities.
• Documents facility related processes and keeps maintenance records.
• Monitors maintenance budget spending and regularly reports status to management.
• Maintains tracking of individual offices requirements, key lease date deadlines and communicates to management for plan of action.
• Monitors, assigns and coordinates ongoing ISO and Safety required training. Schedules and logs training activities.
• Assists with compliance assessments/audits and editing/updating ISO documentation.

• Maintains files, forms, documentation and information in accordance with Company policies and procedures. 

• Responsible for accepting and signing for packages, logs all packages received and notifies recipient. Signs for palletized cargo pickups and deliveries through Engineering lab rear door entrance.
• Assists with processing and coding large volumes of logistics/shipping invoices/bills.
• Maintains copies of Bill of Lading (BOLs) for heavyweight cargo receipts.
• Assists with and maintains records of environmental activities for all facilities for ISO reporting/compliance.
• Processes outbound FEDEX parcel shipments-creates shipping labels for other departments, arranges for pickups, etc.

• Assists with application for required environmental or facility permits.

OTHER DUTIES AND RESPONSIBILITIES

• Maintain and support ISO procedures to reflect current processes for department. 
• Adhere to company policies, ISO requirements, safety and quality.
• Support continual improvement efforts.
• Additional responsibilities as assigned.  This job description is not intended to be all-inclusive. Other, reasonable and related duties may be assigned to meet the ongoing needs of the organization.

QUALIFICATIONS

• Excellent Customer service skills – responds to requests for service or assistance, works well with customers, promotes a positive image of the company, strives to solve issues related by customers, meets commitment. 
• Excellent team player, problem solver with a high level of self-motivation and initiative
• Able to meet deadlines on a consistent basis.
• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Ability to work independently (and with limited supervision) while understanding the necessity for communicating and coordinating work efforts with other employees and departments at all levels within the organization.
• Ability to multi-task and work under pressure.
• Strong organizational, analytical and problem-solving skills, along with excellent verbal and written communication skills.
• Ability to analyze detail and perform structured decision-making on a daily basis.
• Ability to develop solutions to a variety of problems of moderate to large scope and complexity using company or departmental policies as guidelines.
• Must be capable of managing multiple priorities effectively and be able to identify and recommend the best course(s) of action from several alternatives.
• Quality oriented with the ability to perform quality work within deadlines with or without direct supervision.
• High degree of initiative and ownership, attention to detail, and the discipline to follow through on assigned tasks.
• Strong influencing, collaboration, and relationship-building skills both internally and externally with suppliers.
• Exceptional attention to detail and accuracy.

EDUCATION and/or EXPERIENCE

CERTIFICATES, LICENSES, REGISTRATIONS

COMPUTER SKILLS

LANGUAGE SKILLS