Office Administrator

Optiv is hiring a part-time Office Administrator to work in our Kansas City office. The Office Administrator is responsible for overseeing the daily operations of an office, assisting with event coordination activities and working with executive and other office administrators of the organization. Primary duties include welcoming and directing clients and visitors, managing switchboard and correspondence, communicating with vendors and building security team, and other duties as assigned to help the office run smoothly. This role serves as administrative support to a variety of departments and on an as-needed basis to other departments.

How you'll make an impact:

• Answer and direct calls at main switchboard

• Implement Standard Operating Procedures "SOP's" 

• Order office supplies

• Building liaison for work orders

• Perform visitor registration duties as required

• Mail Distribution

• FedEx labels and shipping preparation

• Assist with conference room reservations, event planning, catering

• Provide backup to staff with switchboard support

• Maintain orderliness of kitchens, common areas and conference rooms

• Coordinate new hire workstations - supplies, name plates

• Maintain and update employee phone lists and active directory databases

• Update and maintain Landlord & Optiv local contacts for each location

• Work with AP to approve and route lease invoices & verify invoice payment status

• Review 

• Updated Emergency Response Program information

• Assist in Emergency Response Program - Participate in training and as a floor wardens or first respondents 

• Facilities Department Administrative - Assistance with typing landlord correspondence and ordering office & kitchen supplies for new offices 

• Review and approve invoices for office expense & verify invoice payment status

• Excel - Prepare and update real estate and facilities department administrative reports as requested

• Implement Standard Operating Procedures "SOP's"

• Order office supplies 

• Building liaison for work orders

• Assist with conference room reservations, event planning, conference bridges

• Assist with EBC coordination

• Provide back up to staff with switchboard support

• Maintain and update employee phone lists and active directory database

• Coordinate new hire workstations-supplies, name plates

• Maintain orderliness of kitchens, common areas and conference rooms-including catering kitchen

• Perform other duties assigned - flowers, corporate gifts, distribute training packets/brochures, activity coordination for Charity-Fun Committee, etc.

• Work with Office and Administrative Services Manager to assist with managing designated vendors

• Participate in training and as a floor warden or first respondent 

What we're looking for:

• Ability to work 7:30am to 11:30am. Monday - Friday.    

• High school diploma or general education degree (GED) required.

• Associates Degree (A.A.) or equivalent from two-year college or technical school; Administrative Certificate; or six months to one year related experience and/or training; or equivalent combination of education and experience preferred.                                                                            

• 2 or more years of corporate receptionist or administrative experience required. 2 or more years of combined receptionist and administrative experience required.

• Intermediate level MS Outlook, Word, Excel and PowerPoint required.

• Professional appearance and demeanor required.

• Attention to detail and ability to multi-task required.

• Strong organizational skills required.

• Ability to work with minimal supervision required.

• Punctuality and time management required.

• Ability to work in fast paced, changing environment required.

• Excellent written  and verbal communication skills required.

What you can expect from Optiv

• A company committed to championing Diversity, Equality, and Inclusion through our Employee Resource Groups.
• Work/life balance
• Professional training resources
• Creative problem-solving and the ability to tackle unique, complex projects
• Volunteer Opportunities. “Optiv Chips In” encourages employees to volunteer and engage with their teams and communities.
• The ability and technology necessary to productively work remotely/from home (where applicable)

EEO Statement

Optiv is an equal opportunity employer. All qualified applicants for employment will be considered without regard to race, color, religion, sex, gender identity or expression, sexual orientation, pregnancy, age 40 and over, marital status, genetic information, national origin, status as an individual with a disability, military or veteran status, or any other basis protected by federal, state, or local law.

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