Corporate Services Administrator

Summary:

Position is required to perform essential daily corporate services’ tasks in an accurate and efficient manner.  This position is responsible for tracking and processing incoming and outgoing mail; ordering and maintaining office supplies; photocopying and scanning; reconciling corporate credit card statements; maintaining vehicle fleet operations and information; processing visitors; administering the access control system, emergency communications systems, and vendor contracts; and performing as a runner for emergency situations and facilities team leader during business interruption situations.

• Issue access control badges for employees, contractors and visitors; review daily reports; inspecting camera operations; conducting monthly alarm tests; and assisting with processing visitors.  Coordinate system upgrades and enhancements with vendor and I.T. department.  Assist with the planning and implementation of additional equipment installations as needed.
• Maintain office facilities and supplies
• Administer contracts for facility and equipment maintenance; schedule and supervise annual safety briefings for contractors performing work on our property and preventive maintenance on the furnishings and equipment.
• Administer fleet management program including submitting monthly reports (IFTA, HUT, etc.) for all Commercial Motor Vehicles; maintaining appropriate permits (CT Amber Light, NY Restricted Vehicle, CT Merritt Parkway); processing pool vehicle reservations; processing registration renewals which may require driving to CT DMV, dealers, or City Hall to resolve discrepancies.
• Process incoming and outgoing USPS and FedEx mail and packages.
• Scan and process invoices and other records and information including reconciling AmEx Corporate Purchasing Card and Business Travel Account monthly statements.
• Track, order, receive, store office supplies including paper and toner, equipment, furniture and refreshments.  Solicit competitive bids to achieve best value for Company per Company policies and procedures. 
• Provide annual budget and quarterly forecasts for office supplies, refreshments, equipment leases and maintenance and verify monthly reports using Prophix.
• Prepare, practice and respond to Company emergencies including supporting the Manager, Public Relations during an EOP event; performing Facilities Team Leader responsibilities during an event
• Conduct new hire orientations and process employee terminations.
• Scan, photocopy, bind, and laminate documents for employees.

Knowledge:

Computer usage and typing proficiency

Copiers, scanners, visitor badge printing system and binding equipment

Fed Ex processing, Pitney Bowes Mailing system

Microsoft Word; Excel; Outlook email and calendar; FileMaker Pro; Browsers

Effective communication skills (verbal and listening), organizational skills; basic office procedures

Basic accounting/bookkeeping

Filing procedures

Experience:

2+ years’ experience working in an office setting

Excellent written, verbal, listening and interpersonal communication skills

Proven ability to multi-task, prioritize projects and work well under pressure

Strong attention to detail and critical thinking skill

Customer-oriented approach with a consistent track record of reliability, sound judgment and delivering exceptional customer service

Able to efficiently complete routine and complex administrative tasks within a timely manner, including within deadlines with minimal supervision

Safe driving record