Office Administrator - Baltimore MD

Office Administrator

Insight Global is seeking an Office Administrator that will support a large corporate office in Baltimore MD (21202) as the administrative point of contact. This person should have experience supporting a similarly large, corporate environment and should intend on administration being their career, as this is a long-term opportunity and this line of business offers room for growth.

Essential functions:

• Supplies and inventory management, for example ordering supplies and snacks and organizing them in the office appropriately
• Facilities support, for example calling a plumber or repairman as needed
• Support for AP processes (AP processing not included, but you will prepare the data collection/entry, review and send for processing, tracking for payment/issues, handling all indirect expenses and invoice submittals to accounting team)
• Preparing the office, catering, conference rooms etc. for visits from Executives
• Any other ad hoc administrative support duties that arise
• Provides administrative support to all levels of staff in the office including support of team/project/client meetings, communication, and coordination of activities in an office or project site.
• Administrators are assigned to specific geographic areas* – some may be remotely located. Remote locations are considered 2+ hours from another office location. May be responsible for support of remote office locations as assigned. This may include business travel.
• Responsible for general office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service), and security access cards.
• Coordination with facilities including visitor management, shipping/deliveries, and Managed Print Service program.
• Assists with procurement of approved office materials and supplies as required.
• Provides assistance for new hire onboarding, completion of I-9's, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company.
• Coordinates safety and compliance programs for office, including maintenance of office standards – visitor guide, bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits, including PPE.
• Assists with project support, i.e., technical/project assistance, document control (electronic and hard copy), records management processes (filing, archiving), which includes assistance with project-specific reports, data management, uploading of documents to project websites, project file structure assistance, and construction administration.
• Additional project support may include project coordination, tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other project coordination as needed.
• May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and/or utilization reports.
• May assist with Procurement activities such as Accounts Payable, Purchase Orders, etc.
• May serve as timecard administrator to ensure timecards are completed and submitted on a weekly basis.
• May be assigned to assist with vehicle fleet program for the region, working directly with national vehicle lead and facilities administration teams on tracking all required documents, leases, and approvals for maintenance requests, processing new requests and drivers, and collecting monthly driving records for each vehicle.
• May be assigned to support established Document Processing requests. Includes demonstrated competence using Microsoft Office applications is required with…