We are actively seeking an Office Administrator to join our team. This role serves as the first point of contact for visitors and callers, while also providing essential administrative support to executive leadership and cross-functional teams. The Office Administrator position requires exceptional time management, attention to detail, and the ability to handle confidential information with discretion. The ideal candidate is proactive, professional, and self-motivated. This position requires onsite presence in our Brookfield offices.

Responsibilities:

• Welcome and assist visitors, ensuring a professional experience.
• Manage and screen incoming calls
• Maintain security protocols for keycard access and guest tracking.
• Update spreadsheets for badge access and hardware tracking.
• Provide direct administrative support to executive leadership, including calendar coordination, meeting preparation, and follow-ups.
• Send weekly agenda communications to the leadership team and assist with meeting logistics.
• Maintain conference rooms and common areas, ensuring readiness and cleanliness.
• Manage office supply inventory and restocking, including monthly reporting.
• Submit IT support tickets utilizing partner portal, act as primary point of contact when necessary.
• Support onboarding and offboarding processes in collaboration with HR and IT.
• Assist with insurance updates, benefits documentation, and payroll support.
• Enter vendor invoices into QuickBooks and assist with billing and payroll reports.
• Create client invoicing reports, generate and send weekly, semi-monthly and monthly client invoices.

• 4+ years of experience in office administration or executive support, ideally in a small company environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• High level of discretion and professionalism in handling confidential matters.
• Proficiency in Microsoft Office, SharePoint, and cloud-based systems.
• Familiarity with QuickBooks or other accounting software required.
• Working knowledge of time tracking tools and CRMs desired.
• Ability to work independently and manage multiple priorities.

Position may require attendance at after-hour meetings or events.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• Training & Development