Office Administrator

Administrative Assistant/Receptionist The Office Administrator is often the first impression of Payroll Partners for our clients and perspective clients as they call in to the office. Providing a warm, friendly welcome is extremely important to this role. The Office Administrator also coordinates administrative office services such as coordinating general business activities, appointment-setting, records control, and other administrative activities. This position is required to exercise independent judgement in the resolution of administrative problems. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Other duties may be assigned. Answers incoming calls and routes callers to the appropriate person. Serves as primary contact for the VOIP phone system. Greets incoming visitors and ensures a warm welcome and immediate assistance. Securely handles confidential information. Manages office supplies and supporting vendors. Manages incoming/outgoing mail with USPS, serves as backup to Processor for packing/shipping. Provides administrative support to COO and CEO/Sales in appointment setting, report generation, contract management, filing, scanning and other assistance as required. Daily cleaning/sanitizing of communal office spaces. Assist with special events planning. Exercises administrative judgment and assumes responsibility for decisions, consequences, and results impacting staff, costs, and / or quality of service within the functional area. Performing other duties as assigned. The performance factors described here are core abilities that will contribute to successfully carrying out the assigned duties and responsibilities of this position and meeting the performance objectives of the key accountabilities. Self-Management: The ability to prioritize and complete tasks to deliver desired outcomes within allotted time frames. Independently pursues business objectives in an organized and efficient manner; prioritizes activities as necessary to meet job responsibilities; maintains required level of activity toward achieving goals without direct supervision; minimizes workflow disruptions and timewasters to complete high quality work within a specified time frame. Problem Solving: The ability to identify key components of a problem to formulate a solution or solutions. Analyzes all data related to a problem; divides complex issues into simpler components to achieve clarity; selects the best options available to solve specific problems; applies all relevant resources to implement suitable solutions. Client Focus: A commitment to client satisfaction. Consistently places a high value on clients and all issues related to client; objectively listens to, understands, and represents customer feedback; anticipates client needs and develops appropriate solutions; meets all promises and commitments made to clients. Flexibility: The ability to readily modify, respond to and integrate change with minimal personal resistance. Adapts effectively to changing plans and priorities; demonstrates the capacity to handle multiple tasks at one time; deals comfortably with ambiguity; adjusts preset plans as necessary with minimal resistance. Diplomacy and Tact/Empathetic Outlook: The ability to treat others fairly, regardless of personal biases or beliefs. Maintains positive relationships with others through treating them fairly; demonstrates respect for others; understands and values differences between people; respects diversity in race, national origin, religion, gender, lifestyle, age and disability. Teamwork: The ability to cooperate with others to meet objectives. Discards personal agenda to cooperate with other team members in meeting objectives; contributes positively and productively to team projects; builds and sustains a trust relationship with each member of the team; supports other team members and team decisions. Ability to read reports, workplace rules and procedures, write correspondence; ability to communicate, and interact with others. Ability to add, subtract, multiply and divide all units of measure. Ability to carry out instructions furnished in written or oral form; deal with problems involving several concrete variables. Excellent verbal and written communication skills, proficient with computers the internet keyboarding and ten key typing. Highly organized, process-minded, calm under pressure, strong written communicator, comfortable managing executive email, comfortable working independently. 2+ years executive assistant or front office responsibilities is preferred. High school diploma required. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Created: 2026-03-07