Administrative Office Supervisor

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Administrative Office Supervisor plays a crucial part in shaping and maintaining our company culture while overseeing and assisting with various Administrative, Operational, and HR-related tasks. The successful candidate will be coachable and show a willingness to learn, have excellent organizational and communication skills, a keen eye for detail, and the ability to thrive in a fast-paced, office work environment. This position will support various departments and will report to the Director of Human Resources.

Job Duties And Responsibilities

• Greeting guests, answering main line phone
• Office Supply Ordering (Staples)
• Sorting Mail
• Expense Reporting for President, Director of Finance and Director of HR
• Overall tidiness of office space
• Contacting building maintenance for office floor issues/repairs
• Maintaining Corporate Calendar
• Administers bank relations with primary banks used by our client associations.
• Organize client AR checks for weekly courier to take to banks for deposit.
  
  

Assists Corporate Operations with following tasks, but not limited to:

• Ordering Business Cards, Cell Phones, Laptops
• Ordering/Tracking Office Equipment (Cell phone/Laptop Audit reports)
• Month-End Miscellaneous Billing (preparing, submitting, matching invoices, etc.)
• Bank Statements
• Bank deposits
• Vendor invoice inquiries
• Site insurance verifications
• Replenishment of stamp machine
• Preparing Monthly Corporate Staff Meeting (setup & breakdown of conference room, ordering lunch, etc.)
  
  

Assists Human Resources with following tasks, but not limited to:

• New hire checklist and employee exit checklist
• Organizing & filing employee documents (new hire and termination files, file audits, etc.)
• Organizing company volunteer efforts
• Preparing mailout labels (Fed Ex) for live pay checks bi-weekly sent to sites.
• Preparing New Hire Orientation (training room set up, email invites, ordering food, folders, collection/copying of identification documents, etc.)
• Other HR related tasks assigned as needed.
  
  

Requirements

Knowledge and Skills

• Bilingual English/ Spanish required
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at an expert level.
• Knowledge of company policies, procedures, and forms at an expert level.
• Knowledge of conflict resolution techniques at an expert level.
• Familiarity of HR policies and procedures preferred.
• Experience and/or knowledge of sourcing and recruitment a plus.
• Experience and/or knowledge of benefits administration a plus
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Project management at a proficient level.
• Self-motivated, proactive, detail oriented and a team player.
• Organization and time management skills
• Analytical abilities and time critical prioritization skills.
  
  

Education And Experience

• High School diploma required.
• Associate degree preferred in business administration, finance, human resources or any related field.
• 5-7 years of directly related or closely related experience.
• Additional qualification or certification as an Administrative Officer or Secretary or any related field.
  
  

Physical Requirements

Standing, walking, sitting, repetitive movements, and use of mechanical controls, such as keyboard, are frequently required. The person in this position needs to frequently move about the office or other work locations and must be able to frequently remain in a stationary position.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.