Office Associate

The Office Associate is a proactive and detail-oriented team member responsible for supporting the daily operations of our administrative office. This role provides essential administrative, clerical, and IT support to the Director of Finance and Administration while acting as a liaison for the Human Resources department. The ideal candidate will be tech-savvy, well-organized, and adept at managing multiple tasks in a fast-paced environment. Key responsibilities include maintaining office equipment, managing paperwork, coordinating meetings and events, drafting of documents, and handling confidential information with discretion. This position offers an exciting opportunity to contribute to the success of our mission-driven organization.

• Full time (40 hours a week)
• Hourly rate of pay $20.50
• Applicants who enjoy everyday administrative tasks with at least 3-5 years of experience in a similar role are highly encouraged to apply

Responsibilities include the following however other duties may be assigned:

Communication and Documentation

• Draft and distribute documents, presentations, reports, and daily paperwork to various departments.
• Take and share minutes from staff meetings promptly and publish the All-Staff Weekly Newsletter with regular updates.
• Keep the staff contact list, phone extensions, and organizational chart updated via Microsoft Visio.

IT, Office Equipment and Maintenance

• Manage maintenance contracts/vendors for facilities, office equipment, coordinate repairs, and oversee billing accounts (janitorial, copier, computers, IT services, phone system, Bluefin card system, vending machine, postage meter and others as assigned)
• Serve as the first point of contact for employees seeking IT / technical assistance/support.
• Serve as the liaison with the computer maintenance vendor and manage the voicemail and phone systems, including script updates and equipment maintenance.
• Maintain an inventory of office equipment (computer, laptops, tablets, etc) and ensure the server room is organized.
• Act as liaison for the alarm system and ensure all staff are trained in how to operate it; add and remove alarm codes as needed.
• Assist with the implementation and adoption of Microsoft 365 and other software.

Human Resources Support

• Ensure the desk, computer, and phone setups for new staff by coordinating with the hiring manager. Order business cards and nameplates for new hires and during staff transitions.
• Order uniforms, polos, and fleece vests for staff, and manage the Lands’ End business store.
• Schedule vaccinations for new hires and current staff bi-annually, while maintaining a spreadsheet of vaccine history and keeping hard copies of vaccine records.
• Provide support to the human resources department as needed.

Supplies and Organization

• Organize the copier room, maintain mailboxes, sort office supplies, and ensure a clean and organized workspace. This may include filing paperwork, sorting donations, and light daily cleaning.
• Maintain schedules for kitchen/fridge cleaning and Office Cleaning Day.

Events and Scheduling

• Coordinate office events (meetings, holiday party, employee engagement events); this includes registration/invitations, venue, food, logistics.

Supervisory Responsibilities: This position does not have supervisory responsibilities however this position requires working with stakeholders at all levels.

Qualifications:

Education / Licenses / Certifications

• High School diploma or equivalent required
• Associate or bachelor’s degree preferred

Experience

• 3+ years of professional experience in an office setting environment

Languages

• English

Key Skills

• Excellent interpersonal and written communication skills, providing articulate and concise communications.
• Proven interpersonal and collaboration skills with the ability to work effectively in a diverse team environment and strong customer service skills, including the ability to anticipate needs.
• Detail-oriented with proven organizational and follow-through skills, capable of handling multiple projects simultaneously.
• Strong computer literacy with excellent knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and Google Suite, along with knowledge of office systems and IT support; advanced IT knowledge is helpful but not required. Ability to learn new software specific to the needs of the organization.
• Strong strategic thinking and problem-solving abilities, with a high level of confidentiality, sound judgment, and composure in improvisation and problem-solving.
• Self-directed while also being able to take direction from various managers, demonstrating a self-starter attitude with a high level of initiative and strong attention to detail. Ability to work under pressure and meet deadlines while managing shifting priorities.
• Flexible schedule with availability to work weekends, evenings, and holidays as needed, with the ability to work comfortably with and around animals in the office.
• A collaborative approach to work, respecting giving and receiving feedback, and maintaining a hard-working and collaborative attitude.

Requirements:

• Ability to pass NSOPW background clearance.
• Familiarity with office management procedures and basic accounting principles.
• Positive and professional image in representing AWLA, both internally and externally.
• Able to set priorities and manage a variety of stakeholders at all levels.
• Discretion with confidential information.

Typical physical & mental demands:

Working with animals involves frequent bending, reaching, stooping, kneeling, and extended periods of walking or standing. You will need strong hand-eye coordination and manual dexterity to operate common equipment like computers, telephones, photocopiers, and other systems/tools used in daily tasks.