Office Administrator

Office Administrator

Duties of the Office Administrator include but are not limited to:

• Receive and Enter Invoices:
  Enter invoices into Workday and assign invoices across the company along with supporting documentation.
• Accounts Receivable:
  Print invoices and send to customers with tear sheets.
• Postage and Mail:
  Maintain postage machine, create postage reports and recharge postage balance as necessary. Open and distribute mail to the appropriate department/person throughout the office.
• Corporate Accounting Assistance:
  Assist the corporate accounting department with various items, as requested.
• Salesforce:
  Order entry, manage bookings. Be knowledgeable about the system/process -- pipeline, opportunities, etc.
• Production:
  Manage weekly production report/manifest; provide weight/ad percentage to printer.
• Cash Management:
  Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address.
• Budget:
  Assist Publisher or Business Unit Operating Head in preparing the business unit's annual expense budget.
• Business Unit Office:
  Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
• Contract Administration:
  Manage client contract work flow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
• Employee Support:
  Coordinate employee onboarding with centralized HR Partners, to include new employee orientation, office set up, business cards and I-9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self-service tools, eagle-i and SharePoint.
• Events:
  Assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees.

Community. Participate in business unit-sponsored events promoting the paper.

Professional Development. Participate in all training offered by his or her business unit and ACBJ.

Education:

High School diploma -- 2-year college degree preferred.

Experience:

Three to five years preferred.

Specific

Skills:

Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.