Job Description

The Administrative/Office Assistant is responsible for providing general administrative support to operational areas within the organization. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. In addition to answering phones, greeting guests, scheduling meetings and obtaining supplies, this individual may perform duties such as processing direct mailings, and working on special projects. Independent judgment is required to plan, prioritize and organize the diversified workload as well as recommend changes in office practices or procedures. This role also requires the ability to maintain confidential information.

This is a part-time role, 20 hours per week and offers a hybrid work environment.

Essential Functions & Responsibilities:

General Office Support

• Provide office support to employees, visitors, clients as necessary
• Maintain a neat, organized office environment
• Receive, sort and distribute all incoming mail and shipments
• Manage all outgoing mail and shipments
• Carries out administrative duties such as filing, typing, copying, scanning, etc.
• Monitor and maintain office equipment and supplies; ordering and restocking when necessary (Involves multiple office locations)
• Liaise with executive assistants to handle requests and queries from senior management

Administrative Assistance

• Provide project/administrative support to various departments, as required
• Send Gift Cards, swag kits, flowers and gifts
• Coordinate business cards for new hires (includes proofing and shipping)
• Keep up to date Labor Law Posters onsite and online
• Assists with company/client meeting arrangements, as necessary
• Create shipping labels for various departments

Facilities Coordination

• Use knowledge of business practices and priorities to proactively ensure efficient operations of office.
• Coordinate repair and maintenance with building management company. Act as point of contact for any maintenance/repair vendors, as necessary. Communicate with employees regarding building issues if needed.
• Monitor regular office food/beverage machines (i.e. coffee machine, filtered water machine). Coordinate with vendor and order, receive and stock supplies
• Maintain office appliances such as printers, monitors, zoom rooms, etc. Putting in support tickets, whenever necessary.

Qualifications:

• Proficient with a variety of software applications including MS Office.
• Working knowledge of general office procedures.
• Ability to handle frequent interruptions and changes in priorities while working in a fast-paced environment.
• Ability to communicate both orally and in writing in a clear, professional and pleasant manner.
• Ability to handle key assignments of a confidential nature and maintain highly confidential information.
• Exercise a high degree of discretion, technical competence, attention to detail and administrative capability.
• Ability to build professional and respectful working relationships at all levels, internally and/or externally to the organization.
• Ability to work well independently as well as part of a team with a positive attitude, professional presence and exceptional customer service.
• High School Diploma, associate’s degree Preferred.
• Minimum of 1 year of experience in a customer service or office support role.

Work Environment :

• Hybrid/remote environment
• Office setting with prolonged use of a computer
• May require lifting up to 15 pounds

Reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of the job. This job description is intended to describe the general nature of work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties, and skills required.

Blue Mantis is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.

Agencies/3 Parties may not solicit to any employee of Blue Mantis. Any candidate information received from any Agency/3 Party will be considered a gift and property of Blue Mantis, unless the Agency/3 Party is an Authorized Vendor of Blue Mantis with an up-to-date Blue Mantis Contract in hand signed by Blue Mantis Talent Acquisition. No payment will be made to any Agency/3 Party who is not an Authorized Vendor, nor has specific approval in writing from Blue Mantis Talent Acquisition to engage in recruitment efforts for Blue Mantis. At this time we have no interest in onboarding any new staffing partners.

About Blue Mantis

Blue Mantis is a leading strategic digital technology services provider with a 30+ year history of successfully helping clients achieve business modernization by applying next-generation technologies including managed services, cybersecurity and cloud. Headquartered in Portsmouth, New Hampshire, the company provides digital technology services and strategic guidance to ensure clients quickly adapt and grow through automation and innovation. Blue Mantis partners with more than 1,200 leading mid-market and enterprise organizations in a multitude of vertical industries.

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