Office Administrator

POSITION SUMMARY

The primary functions of the Office Administrator are to provide telephone and administrative support to ensure the efficient functioning of the Visit Albuquerque office, greet and assist in-person visitors to the Visit Albuquerque office, and assist with divisional administrative duties in a friendly and efficient manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Answers multi-line phone system, forwarding calls to the appropriate person and Division in a courteous, professional manner.
• Warmly greets and assists in-person guests and visitors to the Visit Albuquerque office.
• Maintains the reception area, common office spaces, and break room to be clean, welcoming, and functioning.
• Supports office mailings including sorting and delivery of incoming mail, as well as the preparation and sending of outgoing mail.
• Coordinates and places supply orders for office shared areas, supplies, and company orders.
• Works with Division heads to complete and route purchase orders for payment of goods and services.
• Fulfills all tourism requests such as Visitor Guide and brochure requests which are received in the Visit Albuquerque office.
• Maintains office Visitor Guide and brochure inventories and reports in collaboration with Visitor Services Manager.
• Provides project, administrative, and clerical support to Human Resources and other departments as required.
• Assists with the employee onboarding process by procuring and activating access cards and parking placards, acquiring door signage, and assisting new employees with selecting and ordering branded apparel.
• Works closely with Administrative Assistants to coordinate and fulfill Sales mailings, and shipping of tradeshow items.
• Maintains a professional appearance at all times within industry standards.
• Demonstrates professional and ethical conduct at all times in accordance with Company policy.
• Contributes to a positive workplace environment by demonstrating superior customer service skills in dealing with internal and external customers, speaking positively when referring to Visit Albuquerque, and acting and speaking in a courteous and professional manner at all times.

QUALIFICATIONS

Education/Experience

High school diploma or general education degree (GED) and one-year related experience and/or training.

Required Skills, Knowledge, and Competencies

• Because of the high visibility of this position, the candidate must exhibit a strong customer service orientation and professional appearance.

• Ability to maintain confidentiality regarding sensitive information.

• Knowledge and appreciation of Albuquerque.

• Intermediate knowledge of MS Office/365 software including Word and Excel, Adobe Acrobat, and general office skills.

• Demonstrated ability to organize, prioritize and perform multiple tasks simultaneously.

• Demonstrated strong written and verbal communication skills.

• Ability to establish and maintain accurate filing systems.

• Ability to learn industry-specific software, including Simpleview software.

• Skills and ability to operate general office machines such as computers, printers, copiers, telephones, and other office equipment.

• Demonstrate professional and ethical conduct at all times in accordance with Company policy.

• Knowledge of hospitality, convention or tourism industry preferred.

• Must have valid registration, appropriate insurance, a good driving record and possess a valid NM Drivers License.

• Contribute to a positive workplace environment by demonstrating superior customer service skills in dealing with internal and external customers, speaking positively when referring to Albuquerque, Visit Albuquerque, and staff members, and always acting and speaking in a courteous and professional manner.

PHYSICAL DEMANDS

Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

Primarily a desk job requiring prolonged periods of sitting and manipulating a keyboard.

Must be able to read a computer screen and other written material.

WORK ENVIRONMENT

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

Primarily a desk job requiring prolonged periods of sitting and manipulating a keyboard. Must be able to read a computer screen and other written material.

While performing the duties of this job, the employee is occasionally exposed to outside-weather conditions. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person