Office Administrator - Advantage Solutions

Office Administrator

The Office Administrator will be responsible for supporting the Office Manager and the team. They’ll work closely with associates at all levels, senior office management, and external clients and vendors. In addition, they will partner with clients, management, office personnel, and accounting to ensure day-to-day office needs are met and running smoothly. They’ll be the main internal and external point of contact for the office and will sit at the front desk.

Responsibilities

• Provides administrative support to the Office Manager and local Daymon team by preparing and editing communications, making travel arrangements, coordinating meetings, disseminating information to staff and clients, and assisting in creating presentations.
• Provides office coverage by assisting in administrative duties such as replenishing supplies, mailroom, and phone coverage.
• Maintains a friendly and professional environment by greeting and assisting visiting colleagues, vendors, clients, and customers.
• Assists with developing presentations by assimilating and compiling specific and necessary data.
• Organizes group meetings by participating in scheduling dates, notifying participants, preparing agendas, and arranging refreshments.
• Compiles information by reviewing and disseminating incoming mail.
• Maintains customer confidence and protects operations by keeping proprietary information confidential.
• Coordinates and submits expense reports for self and others on the team.
• Establishes relationships with building management to maintain office needs.
• Executes regular business needs (e.g., reviewing retailer sites and tracking coupons).

Supervisory Responsibilities

Direct Reports
This position does not have supervisory responsibilities for direct reports.

Indirect Reports
Does not have direct reports but may delegate work to others and provide guidance, direction, and mentoring to indirect reports.

Minimum Qualifications

Education Level: Bachelor’s degree preferred.

Experience Requirements: 4 - 6 years of experience in office administration supporting a large team and maintaining a large office space. Experience coordinating executives within Outlook and the suite of MS Office programs (Outlook, PowerPoint, and Excel predominantly).

Environmental & Physical Requirements

Office / Sedentary Requirements: Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically, requires the ability to sit for extended periods of time (66%+ each day), ability to hear telephone, ability to enter data on a computer and may require the ability to lift up to 10lbs. Occasional driving to pick up or drop off deliveries. 

Knowledge, Skills, and Abilities

• Intermediate knowledge of Outlook.
• Intermediate knowledge of MS Word.
• Advanced knowledge of MS PowerPoint.
• Basic knowledge of copy machines.
• Basic knowledge of online ordering for supplies.
• Intermediate knowledge of MS Excel.

Additional Information Regarding Job Duties and Job Descriptions

Job Will Remain Open Until Filled

The Company is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management, and marketing services to manufacturers, suppliers, and producers of food products and consumer packaged goods. The Company services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics, and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

Responsibilities

• Provides administrative support to the Office Manager and local Daymon team by preparing and editing communications, making travel arrangements, coordinating meetings, disseminating information to staff and clients, and assisting in creating presentations.
• Provides office coverage by assisting in administrative duties such as replenishing supplies, mailroom, and phone coverage.
• Maintains a friendly and professional environment by greeting and assisting visiting colleagues, vendors, clients, and customers.
• Assists with developing presentations by assimilating and compiling specific and necessary data.
• Organizes group meetings by participating in scheduling dates, notifying participants, preparing agendas, and arranging refreshments.
• Compiles information by reviewing and disseminating incoming mail.
• Maintains customer confidence and protects operations by keeping proprietary information confidential.
• Coordinates and submits expense reports for self and others on the team.
• Establishes relationships with building management to maintain office needs.
• Executes regular business needs (e.g., reviewing retailer sites and tracking coupons).

Supervisory Responsibilities

Direct Reports
This position does not have supervisory responsibilities for direct reports.

Indirect Reports
Does not have direct reports but may delegate work to others and provide guidance, direction, and mentoring to indirect reports.

Minimum Qualifications

Education Level: Bachelor’s degree preferred.

Experience Requirements: 4 - 6 years of experience in office administration supporting a large team and maintaining a large office space. Experience coordinating executives within Outlook and the suite of MS Office programs (Outlook, PowerPoint, and Excel predominantly).

Environmental & Physical Requirements

Office / Sedentary Requirements: Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically, requires the ability to sit for extended periods of time (66%+ each day), ability to hear telephone, ability to enter data on a computer and may require the ability to lift up to 10lbs. Occasional driving to pick up or drop off deliveries. 

Knowledge, Skills, and Abilities

• Intermediate knowledge of Outlook.
• Intermediate knowledge of MS Word.
• Advanced knowledge of MS PowerPoint.
• Basic knowledge of copy machines.
• Basic knowledge of online ordering for supplies.
• Intermediate knowledge of MS Excel.

Additional Information Regarding Job Duties and Job Descriptions

JJob duties include additional responsibilities as assigned by one’s supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities, subject to applicable law. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of associates so classified.

The Company is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, the Company shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.