Office Administrator

Position Purpose:

Provides in-office support for Signature Science's Egg Harbor Township, NJ location, performing administrative, clerical, purchasing, receiving, and security duties for both external operational projects and internal administrative projects. The office administrator is also responsible for answering incoming calls, greeting visitors, directing calls and visitors to appropriate associates, mail distribution, requisition of supplies, as well as many additional duties as assigned.

Essential Duties & Responsibilities:

Office Management & Facilities:

• Serve as primary point of contact for office visitors, vendors, and delivery personnel
• Manage office security protocols including visitor sign-in, badge issuance, and access control
• Monitor and maintain office supplies inventory, order supplies as needed, and organize supply storage areas
• Process incoming and outgoing mail and packages daily
• Maintain office cleanliness standards and coordinate with cleaning services
• Monitor office kitchen and common areas, ensuring supplies are stocked and spaces are organized
• Manage office access cards
• Coordinate building maintenance requests and serve as liaison with property management
• Support on-boarding of new employees, including workspace setup and orientation to office procedures
• Prepare cubical for new employees including cleaning and supplies
• Support all company meetings, parties and events including planning, catering, decorating and ordering of supplies
• Ensure the Egg Harbor Township office, including front entrance and front desk have a professional and tidy appearance

Project Administration / Purchasing

• Keep the ACY Purchasing board up to date with all purchases, purchase request updates, invoices, and status of orders
• Receive, review, and submit purchase requests through eRequestor with proper forms and approvals
• Draft approval e-mails for PM to review and send to COR for all project purchase orders exceeding $2k
• Receive and process all incoming deliveries and mail, ensuring correct items are received and not damaged and delivering to requester
• Update Receiving database in CostPoint and import packing slips to OnBase
• Run TSL Non-labor report for all DHS contracts, review invoice information (contract charged, dollar amount, description of items invoiced) and update ACY Purchasing board and Security
• Create monthly Material Transfer forms for all purchase orders invoiced, submit to COR of each contract, send signed Material Transfer forms to Property, and update ACY Purchasing board and Material logs with transfers
• Draft Labor and Non-Labor tables to be included in project monthly progress reports
• Answer any Purchasing and Invoicing questions employees or Purchasing department have
• Create and edit general correspondence (i.e., documents, memos, reports, etc.), presentations, and spreadsheets while ensuring the accuracy of form, spelling, punctuation, and compliance with company style standards
• Assist Small Business Liaison Officer in compilation of quarterly internal reporting and semi-annual external reporting for small business subcontracting plan performance
• Assist Procurement Specialists with follow up on back orders; expedite with vendor any special arrangements for delivery, and communicate to department and requesters the expected delivery date

Required Knowledge, Skills, & Abilities:

• Proficient in Microsoft Office Suite
• Professional attitude and appearance
• Solid written and verbal communications skills
• Ability to be resourceful and proactive
• Customer service oriented
• Strong organizational skills and the ability to multitask in a busy office environment
• Reliable attendance and punctuality
• Physical ability to lift and move packages up to 25 lbs
• Professional demeanor when interacting with visitors, vendors, and staff in person

Education/Experience:

An Associate's Degree from an accredited college or university or equivalent degree. Study shall have included specialized courses in secretarial science. Shall have at least one year of experience in performing secretarial tasks in support of engineering and scientific or professional activities; OR shall have five or more years of experience in performing administrative / secretarial support tasks in support of engineering, scientific, or professional activities.

Clearance:

The ability to obtain a Department of Defense Secret Clearance and a Department of Homeland Security Fitness are required for this position.

Supervisory Responsibilities:

None

Working Conditions/Equipment:

This position is 100% on-site and requires daily presence in the Egg Harbor Township office as well as occasional presence at the Transportation Security Laboratory. The role requires long periods of sitting at a desk, working on a computer, and answering e-mails and calls. It requires receiving and handling incoming purchases and the ability to lift at least 25 lbs. The position involves frequent in-person interaction with employees, visitors, vendors, and delivery personnel.