Job Description

Office Administrator

Morning/Start of shift:

• Open office
• Complete checklist
• Check email
• Check calendar, prepare for any visitors/meetings
• Make coffee in kitchen near Executive Conference Room (8-10 cup batch)
• Unload dishwasher and put dishes away
• Replenish snacks
• NetSuite: Personal timecard and check PTO list to add on appropriate calendars

End of shift:

• Walk thru (checking all doors)
• Load dishwasher
• Replenish snacks, paper towels etc.
• Complete checklist
• Set alarm if last person, if not last person and Mark or Harold are gone close both doors that lead to each side of the office

Daily:

• NetSuite: Daily timesheet
• Trash pick up 9:30am-10am
• Stay up to date on BD & Executive conference rooms
• Approve calendar requests (reschedule/cancel as needed)
• Calendar requests
• Check inventory on snacks
• Spot clean entire office throughout the day
• Make more coffee if needed (low before 10/10:30am)
• Receive orders, unpack and properly place trash in suitable bins
• Ensure any guests are checked in properly and given a badge. Main doors in front remain closed while I visitor is in the office
• Process any invoices that come via email

Weekly:

• Spot clean refrigerators
• Spot clean Gene, Barry and Mark's offices
• Building vacuum typically comes on Tuesday morning
• Order amazon every week to 2 weeks (order history will show past orders and quantities)
• Check mail and sort giving Barry what is not trash

Monthly:

• Water gets delivered typically first Tuesday of the month around 9a-10a (He will drop off half in back storage room and other half in kitchen near Executive Conference Room. He will take empty containers)
• Order parking passes as needed on Colonial Parking

*Additional tasks/requests as they come

Notes:

• Slack: Tech Team
• Teams: Everyone
• NetSuite for timesheets, PTO list and invoicing
• TriNet for pay/benefits
• Vistaprint for cards (do not have login)
• Amazon for snacks/supplies (John or Barry will set up)
• Worldtravel __ 800-221-4730
• Colonial for parking passes
• Guest WIFI: innov@tion475
• Swiped On for check in kiosk
• Concur for expenses

Concur-World Travel:

• VIP: Gene, AM, Mark and John

Gene

• Drinks: Fresca Citrus, Vitamin Water Acai blackberry pomegranate, Pure leaf unsweetened tea
• Likes: Raw salmon, steak, shrimp
• Dislikes: Cooked salmon, chicken, spicy
• Honeygrow Order:
  • Stir fry w/ kale double shrimp, double broccoli, edamame, corn, snow peas, pineapple (sometimes), bell pepper or mushroom (usually on a rainy day)
  • Side of brown rice
  • Sweet soy sauce plus extra sauce on side
• Poke Order:
  • Base: Sushi rice, zucchini noodles and spring mix
  • 3 protein: Either (2 lemon ponzu salmon & 1 shrimp, 2 lemon ponzu salmon & 1 tuna OR 1 salmon & 2 shrimp)
  • Toppings: Mango or pineapple, carrots, pickled ginger, pickled radish, corn, edamame, cucumber. A little sesame seeds.
  • Sauces: Ponzu on top x1 & A small amount of eel sauce on top
  • Plus: 2 ponzu on side and 1 eel on the side)

Schedule: Arrives 7-8o'clock hour and lunch 11:30a-12p

Mark

*Always ask for title for meetings (ex. 4.25 update or Data science)

• Calendar: 11a-3p is his time so keep blocked of
  To apply please email your resume to nkaufman@ultimatestaffing.com

Job Snapshot

• Employee Type:Part-Time
• Location:Mclean, VA
• Job Type:Customer Service
• Experience:None
• Education:None
• Date Posted:3/12/2024
• Contact: Nicolle Kaufman (571) 895-2488
• Pay Range: $20.00 - $21.00 Hourly

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