Office Administrator

POSITION OVERVIEW

Ensures United Way office/s are running efficiently and smoothly. Oversee reception coverage and processes for office opening and closing and visitor reception and switchboard. Manages office and housekeeping supplies, keeping track of inventory, and purchasing, within budget parameters. Manages office equipment needs including vendor relationships, contracts, and maintenance schedules. Oversees conference room registration and administration for internal and external guest meetings.

Collaborates with Building Superintendent and facilities staff. Provides cross‑functional administrative support as requested.

include the following. Other duties may be assigned.

• Ensures United Way offices and reception areas are open and closed on time, ensuring proper staff coverage and following office opening and closing procedures.
• Trains, schedules and supports reception desk staff, and administrative staff as needed, in greeting and signing‑in visitors, answering calls, and receiving deliveries.
• Serves as primary staff covering reception desk/s during daily staff breaks/lunch hours, sick days and planned vacations.
• Creates and maintains reception desk handbook featuring processes and resources to create a positive guest and caller experience.
• Supports Volunteer Center reception desk coverage as assigned.
• Creates and manages the scheduling system, meeting room layouts, A/V equipment needs, food and beverage amenities, and communications processes for United Way internal and external meetings.
• Maintains physical phones located throughout the building and tests intercom system on a monthly basis.
• Responds to external group inquiries to utilize United Way's meeting space, and if approved, manages all details and logistics to ensure a successful meeting/event experience.
• Provides building orientation to new staff, campaign coordinators and interns; including workstation overview, office equipment and supplies overview, emergency exits, first aid supplies, and general safety protocols.
• Manages office mail and delivery systems including setting up efficient physical mailing space, equipment and procedures (receiving, sorting, routing, mail pick‑up courier service). Reconciles postage billings and resolves any related questions/problems. Maintains a working knowledge of USPS services including bulk mail to provide efficiencies in company mailings and applicable budgets.
• Manages office equipment and maintenance scheduling for furniture, printers, photocopiers, audio/visual equipment, and other non‑electronic data processing equipment.
• Manages coffee vendor relationship, supply ordering, equipment maintenance and weekly carafe and coffee bar cleaning.
• Ensures employee breakroom and Volunteer Center kitchen pantry are clean and organized, including appliances.
• Monitors, maintains and updates mothers' room and employee wellness areas.
• Supports new employee, annual Campaign Coordinator and seasonal employee work area preparation and office supply distribution.
• Manages shredding service contract and scheduling of service.
• Coordinates the use of available onsite storage space for all divisions, ensuring clean and clear operational areas.
• Coordinates all‑staff cleaning days and properly disposes of office equipment, furnishings, and supplies when no longer used by staff or the organization.
• Other duties as assigned.

• Updates and maintains service and maintenance contracts for printers and copy machines.
• Supports IT staff who serve as primary A/V lead for hybrid Board of Directors and Executive Committee Meetings.
• Manages mail courier, coffee vendor, and first aid supplies vendor relationships.
• Researches and purchases office equipment, office supplies, furnishings, hospitality supplies, and housekeeping supplies.
• Primary staff support in trouble‑shooting printer, copy machine, A/V equipment challenges identified by staff. Creates, distributes, and maintains United Way employee user instructions and trouble‑shooting guides for office and A/V equipment.
• Manages weekly postings of lobby monitor and Volunteer Center digital board (Marketing &…