Office Administrator

Responsibilities

Welcome visitors, clients, and vendors professionally; notify the appropriate employee of their arrival and coordinate meetings.
Maintain a tidy, organized, and welcoming reception area.
Prepare and serve coffee, tea, and refreshments for visitors and meetings.
Answer the company phone, direct calls, take accurate messages, and relay them promptly.
Receive, sort, and distribute incoming mail and packages.
Scan incoming correspondence and email it to the appropriate recipients promptly and accurately.
Prepare outgoing mail and packages, create mailing and shipping labels, and coordinate pickups and deliveries.
Order office supplies, monitor inventory, and replenish supplies as needed.
Coordinate lunch and catering orders for meetings, employees, and office events.
Support meeting preparation, including room setup, printed materials, and refreshments.
Print company checks as directed by the Finance team, following established approval and handling procedures.
Provide general administrative support, including printing, copying, scanning, filing, and data entry.
Assist with day-to-day office requests and coordinate with employees, vendors, and service providers.
Handle company documents, correspondence, and financial information confidentially.
Comfort using office equipment, including printers, scanners, and phone systems.

Previous experience in reception, office administration, customer service, or a similar role preferred.
Professional, friendly demeanor and strong customer service skills.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to manage multiple requests, prioritize tasks, and follow through reliably.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to work independently, follow procedures, and exercise discretion.
Willingness to support a variety of office tasks and maintain consistent on-site attendance.
Knowledge of Russian is preferred.