Office Administrator

Job Description: Office Administrator

Location:

Birmingham, AL, 35205

Overview:

The Office Administrator will oversee office activities and operations while providing high-level administrative support to management. At SPM, our success depends on our people, productivity, and procedures. The Office Administrator is a critical role that ensures operational efficiency, enhances communication, and fosters a professional and welcoming work environment.

The ideal candidate is a strong and reliable support to company operations, maintaining and creating procedures, communication, and safety. This position requires a proactive and detail-oriented professional with strong leadership and problem-solving skills. The ideal candidate will be an excellent communicator with prior experience in administrative office management, demonstrating the ability to multitask and handle unforeseen challenges efficiently. This position requires an individual with an adaptable mindset, approachable demeanor, and consistently positive, customer service oriented attitude.

Duties and Responsibilities:

• Direct office activities and functions to maintain efficiency and compliance with established company policies and procedures.
• Manage facilities operations, including space planning/design, vendor contracts and relations, office equipment, and services to ensure uninterrupted functionality.
• Oversee office supply inventory, identifying and fulfilling needs to maintain optimal stock levels.
• Maintain databases and manage documentation, including sensitive and confidential information.
• Process corporate invoices for payment, including calculating allocations.
• Provide executive-level administrative support, including scheduling, travel coordination, correspondence, and event planning. May include shipping packages, and mail distribution which includes related corporate entities/locations.
• Oversee office organization, including the appearance of common areas, ensuring a professional, friendly and welcoming environment for employees and visitors.
• Act as primary liaison between the company, staff, and office building management by responding to requests, providing answers, resources, and solutions.
• Supervise and delegate tasks to Office Assistant(s) to ensure workflow efficiency.
• Perform other related duties as assigned.

Required Skills and Qualifications:

• High school diploma or equivalent required; Associate degree in office administration or related field preferred.
• Minimum 3 years of experience in an administrative or office management role.
• Strong leadership and supervisory skills with the ability to delegate tasks effectively.
• Excellent verbal and written communication skills.
• Highly organized with strong attention to detail and the ability to meet deadlines.
• Strong initiative and problem-solving abilities to improve efficiencies and processes.
• Ability to prioritize tasks and handle a fast-paced, sometimes high-pressure, stressful environment.
• Fast learner with the ability to quickly learn and adapt to new software.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). Proficiency in ClickUp and Adobe Acrobat a plus.

SPM, LLC is an Equal Opportunity Employer and drug-free workplace.