Job Description

The ideal candidate will be in charge of the organization and efficiency of daily office operations. From scheduling client meetings, handling new employee onboarding, office inventory and supplies, booking domestic and international travel, and communicating amongst executives and shareholders, you will be responsible for completing multi-level tasks in a professional and timely manner.

The Office Administrator is a newly created position at Masdar Americas LLC (the “Company”) to help manage a 9-person office, and assist with other finance, human capital, and administrative functions. This position currently has no direct reports and will report to the Financial Controller in a fast-growing startup-like team culture.

This is a hybrid position with in-office work Tuesday-Thursday and work remotely Monday and Friday. The new office will be located on Pennsylvania Avenue, Washington DC with access to the Metro.

Key Responsibilities

As Office Administrator , some of the key responsibilities will include:

• Responsible for the general operation of the office including Control access to premises and provide general support to visitors.
• Procuring office needs and supplies, keep track of office expenses, and help manage the office budget.
• Ensuring maintenance of office space by property management and other third-party vendors.
• Ensuring functionality of equipment in conference rooms, workstations, telephony, printers/scanners, pantry and common area.
• Maintaining a detailed asset inventory.
• Assisting with human capital responsibilities such as: Coordinate meetings related to the hiring and interview process, and help with onboarding and offboarding of employees
• Ensuring employees’ compliance with applicable regulations, health and safety policies, data protection laws, and internal policies and procedures.
• Serving as a point of contact for any questions related to employee benefits
• Keeping track of employee development and promote employee participation in industry events and conferences.
• Maintaining and distributing the team calendar.
• Performing certain accounting tasks e.g., journal entry posting, accounts payable billing process (bill.com), front-line review expense reports (Expensify), assist with record keeping activities (e.g. Excel Workpapers, QuickBooks, Oracle Fusion), and certain account reconciliations.
• Assisting the procurement process and supporting Request for Proposals.
• Supporting the Abu Dhabi (United Arab Emirates) based corporate team with ad hoc requests e.g., billing, human capital, ethics and compliance, internal audit.
• As the team grows, support additional administrative and human resource functions
• Other administrative responsibilities including helping organizing meetings, appointments, team outings, corporate events.
• Assisting executives with business travel needs.
• Helping manage the filing systems, databases, and correspondence, preparing reports and presentations.

Candidate Profile

EDUCATION & CERTIFICATION / LICENSE CREDENTIALS

• Relevant experience may be considered in lieu of a bachelor's degree.

FUNCTIONAL COMPETENCIES — SKILLS, KNOWLEDGE & EXPERIENCE

• 5+ years of experience in business office settings
• Strong attention to detail and focus on accuracy and timeliness of deadlines
• Able to prioritize tasks and quickly adapt to change
• Strong interpersonal and organizational skills
• Strong oral and written communication skills
• Well-organized, and able to work independently with little supervision
• Demonstrated ability to maintain strict confidentiality
• Working knowledge of billing, expense report, and accounting systems
• Proficiency with Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint)

PERSONAL CHARACTERISTICS

• Strong attention to detail with a high level of accuracy and organization
• Excellent verbal and written communication skills, with the ability to interact effectively at all levels of the organization
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Self-motivated and proactive, with a strong sense of responsibility and initiative
• Demonstrates a positive, can-do attitude and a willingness to take on new challenges
• Strong problem-solving skills and the ability to think critically under pressure
• Ability to work both independently and as part of a team, with a collaborative approach
• High level of professionalism and discretion when handling sensitive or confidential information
• Flexible and adaptable to changing priorities and business needs
• Reliable, punctual, and dependable with a strong work ethic
• Creative and resourceful with the ability to find solutions to challenges
• Strong interpersonal skills with a friendly and approachable demeanor
• Demonstrates a high level of integrity and ethical standards
• Positive attitude towards learning and professional development
• Open-minded, with a growth-oriented mindset and willingness to accept feedback

Present well and act as “the face of the company” working with external partners and vendors

Job Tags

Similar Jobs