Project Administrator/Office Manager

• Proofreads, formats, and edits letters, reports, and all other correspondence from draft stage to client-ready work.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Meets and greets visitors as needed and when appropriate, shows them to the conference room, etc. Responsible for timely distribution of proposals, documents or reports being mailed, faxed, e-mailed or overnighted.
• Coordinates communication and/or tasks between various departments to ensure all deliverables are delivered in a timely manner.
• Distributes packages; prepares overnight packages. Occasionally delivers to Post-Office / Fed-Ex, etc.
• Works with Executives on receivables and client project maintenance for billing and account accuracy.
• Participates in administrative staff meetings. Performs other related duties as assigned.

• Maintains the office condition and arranges necessary repairs.
• Partners with the C.O.O. and HR to update and maintain office policies as necessary.
• Orders supplies, and tracks inventory to ensure items are readily in stock when needed.
• Accomplishes special project results by communicating and coordinating requirements; evaluating options, evaluating milestones, and meeting deadlines.
• Assists with the day-to-day operations of the office.
• Assists in the onboarding process for new hires.
• Manages contract and price negotiations with office vendors.
• Keeps office equipment operating by following operating instructions.
• Assists with new office setups, establishing utilities, equipment and services.
• Maintains vendor relationships by responding to requests, providing information and resolving problems.
• Performs other related duties as assigned.

• This position has no supervisory responsibilities.

• Bachelor’s degree from an accredited four-year college or university in business management or related field.

• One to two years of experience, and/ or training, or equivalent combination of education and experience.

• Valid United States Driver’s License required, as this position may require travel to the post office and/or FedEx.

• Proficiency with MS Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Excellent spelling, grammar and proof-reading skills.
• Presents in a professional manner at all times.
• Self-starter with strong multi-tasking and follow-up skills.
• Ability to prioritize.
• Good time management skills and proactive approach.
• Strong attention to detail while maintaining consistent workflow and meeting deadlines.
• Ability to work independently as well as part of a team.
• Excellent customer service skills to represent the organization with clients, affiliates and outside agencies and to efficiently obtain needed information.
• Ability to work overtime if needed.

• Ability to work in office environment and use computer for extended periods.

• Extended periods of sitting and working on the computer.

• Ability to adjust lunch hours based on project-specific demands, which might include working through regular lunch times.

The Falcon Group