ICON National
Office Administrator / Facilities Coordinator
ICON National, Phoenix, Arizona, United States, 85003
The range is provided by ICON National. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $60,000.00/yr - $70,000.00/yr
The Office Administrator manages the day-to-day office operations, providing administrative support, and ensuring smooth and efficient office functioning and assists with company event planning. Building Facilities Coordinator manages the day-to-day operations of the building, responsible for the overall functionality, maintenance, and safety of the building and its grounds. This role requires a proactive, highly organized individual who can efficiently manage multiple responsibilities while maintaining a welcoming and professional office environment.
Key Responsibilities Office Administrator
Oversee daily office operations, including the management of office supplies, equipment, etc.
Manage the procurement of office and kitchen supplies. Meet with vendors to secure the best pricing.
Maintain cleanliness and organization of all common areas such as kitchens, restrooms, conference rooms, bullpen, and the lobbies.
Ensure kitchen is stocked and organized.
Ensure meeting rooms are prepared and cleaned before and after use. Ensure rooms are stocked with refreshments and materials for meetings.
Coordinate internal and external meetings, including booking meeting rooms, catering, and necessary technology or supplies.
Greet guests and visitors, providing a warm and professional welcome.
Handle incoming and outgoing mail, including sorting, distributing, and shipping as needed.
Coordinate with vendors and service providers for office maintenance and repairs as needed.
Oversee and coordinate the resolution of facility issues and the implementation of any necessary improvements.
Provide general administrative support to staff and leadership as needed.
Prepare reports, presentations, and documentation as required.
Assist in the planning and execution of company events, parties, and team-building activities.
Perform other duties as assigned to support the overall operations of the business.
Operations and maintenance: Ensure the building and grounds are clean, safe, and properly maintained, which includes everything from cleaning and repairs to managing HVAC.
Safety and compliance: Implement and enforce health, safety, and environmental standards to ensure the building is compliant with all relevant regulations.
Budget and vendor management: Create and manage budgets for facility needs and handle all aspects of working with third-party vendors for maintenance, repairs, and other services.
Project management: Coordinate and oversee projects like renovations, refurbishments, and new installations.
Manage and delegate tasks to maintenance, cleaning, and other facilities vendors.
Strategic planning: Develop long-term plans for facility needs, including space planning, sustainability initiatives, and capital improvements.
Qualifications
Minimum of 5 years of experience in office administration, facilities management, or a related role.
Previous experience in event planning or coordination is a plus.
Strong organizational and time management skills.
Ability to handle multiple tasks and prioritize effectively.
Excellent communication and interpersonal skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Experience in SmartSheet, a plus.
Strong attention to detail and problem-solving abilities.
Ability to work independently as well as part of a team.
Flexibility to adapt to changing priorities and business needs.
Comfortable working in a fast-paced environment.
Seniority level Not Applicable
Employment type Full-time
Job function Administrative, Strategy/Planning, and Other
Industries Construction
Benefits
Medical insurance
Vision insurance
401(k)
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Base pay range $60,000.00/yr - $70,000.00/yr
The Office Administrator manages the day-to-day office operations, providing administrative support, and ensuring smooth and efficient office functioning and assists with company event planning. Building Facilities Coordinator manages the day-to-day operations of the building, responsible for the overall functionality, maintenance, and safety of the building and its grounds. This role requires a proactive, highly organized individual who can efficiently manage multiple responsibilities while maintaining a welcoming and professional office environment.
Key Responsibilities Office Administrator
Oversee daily office operations, including the management of office supplies, equipment, etc.
Manage the procurement of office and kitchen supplies. Meet with vendors to secure the best pricing.
Maintain cleanliness and organization of all common areas such as kitchens, restrooms, conference rooms, bullpen, and the lobbies.
Ensure kitchen is stocked and organized.
Ensure meeting rooms are prepared and cleaned before and after use. Ensure rooms are stocked with refreshments and materials for meetings.
Coordinate internal and external meetings, including booking meeting rooms, catering, and necessary technology or supplies.
Greet guests and visitors, providing a warm and professional welcome.
Handle incoming and outgoing mail, including sorting, distributing, and shipping as needed.
Coordinate with vendors and service providers for office maintenance and repairs as needed.
Oversee and coordinate the resolution of facility issues and the implementation of any necessary improvements.
Provide general administrative support to staff and leadership as needed.
Prepare reports, presentations, and documentation as required.
Assist in the planning and execution of company events, parties, and team-building activities.
Perform other duties as assigned to support the overall operations of the business.
Operations and maintenance: Ensure the building and grounds are clean, safe, and properly maintained, which includes everything from cleaning and repairs to managing HVAC.
Safety and compliance: Implement and enforce health, safety, and environmental standards to ensure the building is compliant with all relevant regulations.
Budget and vendor management: Create and manage budgets for facility needs and handle all aspects of working with third-party vendors for maintenance, repairs, and other services.
Project management: Coordinate and oversee projects like renovations, refurbishments, and new installations.
Manage and delegate tasks to maintenance, cleaning, and other facilities vendors.
Strategic planning: Develop long-term plans for facility needs, including space planning, sustainability initiatives, and capital improvements.
Qualifications
Minimum of 5 years of experience in office administration, facilities management, or a related role.
Previous experience in event planning or coordination is a plus.
Strong organizational and time management skills.
Ability to handle multiple tasks and prioritize effectively.
Excellent communication and interpersonal skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Experience in SmartSheet, a plus.
Strong attention to detail and problem-solving abilities.
Ability to work independently as well as part of a team.
Flexibility to adapt to changing priorities and business needs.
Comfortable working in a fast-paced environment.
Seniority level Not Applicable
Employment type Full-time
Job function Administrative, Strategy/Planning, and Other
Industries Construction
Benefits
Medical insurance
Vision insurance
401(k)
#J-18808-Ljbffr