Office Administrator - UBT : Job Details

About Us

Universal Business Team (UBT) is a dynamic, fast-paced global consulting organization dedicated to empowering family-owned businesses worldwide. With a presence in multiple countries, we provide our clients with an unparalleled range of business advisory services, coaching, consulting, and training programs designed to drive growth and success. Our mission is to deliver innovative solutions that enable businesses and families to thrive.

The Opportunity

We are looking for a dedicated and detail-oriented Office Administrator to join our dynamic team at our New Jersey Head Office. In this key role, you will manage office operations and provide vital support to our consulting and advisory teams, as well as our People and Culture team.

As the Office Administrator, you will play a pivotal role in ensuring smooth day-to-day operations, fostering an organized and efficient work environment, and contributing to the success of our organization

Why Join Us?

• Be part of a global organization that values innovation and continuous improvement.
• Collaborate with a team of professionals dedicated to making a difference for our clients.
• Work on diverse and impactful projects that keep you challenged and engaged.

What We're Looking For:

We are seeking a proactive and dedicated Office Administrator to oversee daily office operations, drive efficiency, and provide top-notch administrative support across multiple departments. The ideal candidate will bring strong leadership skills, excellent communication abilities, and a talent for multitasking in a fast-paced, dynamic environment.

If you are a motivated professional eager to make a meaningful impact while managing the essential functions of a thriving office, we invite you to apply for this exciting opportunity. Become an integral part of our dynamic team and help shape the success of our organization!

Our Mission and Values

Vision: We empower people, at both work and home, so they create continuous and meaningful prosperity and well-being for the communities and economies in which they live.

Mission: To be trusted and relevant to the people and communities we serve so they enable their families, businesses, and communities to thrive.

Our Values

Serve – We think customer first. We add value to their business.

Integrity – Our word is our bond, and every commitment is without compromise.

Respect – We work collaboratively and consistently strive to improve for the greater good.

Teamwork – We break down barriers and work as one.

Position Summary

Customer & Stakeholders

• Maintain constructive relationships with key personnel, customers, suppliers, and subcontractors
• Assist Manager in day-to-day coordination and management of business operational activities.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Process

Manage the following administrative tasks for departmental team:

• Assist in the preparation of regularly scheduled reports.
• Update and maintain office policies and procedures.
• Ensure the office is kept up to standards.
• Ensure the office is stocked with office supplies/food arrange lunches as required.
• Secondary “eyes and ears” in office.
• Sit at front desk and manage all deliveries.
• Act as the point of contact for internal and external clients.

People Management

Incumbent has no direct reports. Nevertheless, they must be able to demonstrate ability to influence decisions/actions through provision of value-added inputs into the organization's business

Environment, Health, & Safety

• Comply with the EH&S Policy and applicable regulatory and company EH&S rules and requirements.
• Perform an assessment of risk of his/her work activities, taking corrective action and preventative actions as necessary.
• Participate in EH&S training programs and take personal responsibility for own safety.
• Actively support the organization's efforts to meet or exceed EH&S goals and plans.

Regular Tasks

Office Management: ensuring the office is organized and prepared for employees, management, and visitors each day.

Supplies: Keep stock of regularly required office supplies and stored orderly, organized for employees, management use as required.

Boardrooms: Keep good order and ready for use. Facilities: ensuring the appliances are in good condition and ease of staff use.

Office Events: collaborate, assist, and support team with events in the office, team building activities.

Coordinate Visitor requirements, menus, travel, accommodation as required. Have visitor gift pack ready. Deliveries: Accept/Receive and Distribute USPS and Courier packages received at the office.

Coordinate Pickup of outgoing shipments.

People & Culture Support

Support Management EA with tasks required by Global and Management.

Requested team gifts throughout year, new employee setups (i.e., new computers

with Intune)

Provide support in Onboarding new hires, onboarding packs, office keys, office tours if required. As necessary support in Offboarding, collecting UBT material from exiting employees.

Assisting Management team with staff events and celebrations such as birthdays, work anniversaries.

Consulting & Advisory Team Support: Support with in- office events, and shipping/receiving Training materials. This includes setting up boardrooms with needed supplies ahead of events, serving hot drinks/snacks as required, arranging catering as required, communicating with our clients to ensure they are cared for and have what they need.

Precinct Offering: Managing room and desk rental at the office (“Precinct”) via the Precinct website once this offering is in place in North America. Ensuring customers have needed access to the office and are taken care of during their stay at the Precinct, in addition to time tracking and overseeing room/desk charges to clients.

Expected Experience & Education

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• High School degree: additional qualification as an administrative assistant or Secretary are desirable.