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Office Administrator

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Location: Phoenix, AZ, United States

Job Function: Administration

Req Number: 384

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Job Title: Office Administrator
Location: Phoenix, AZ
Department: Administration
FLSA Status:
We are a global leader in food & beverage ingredients. Pioneers at heart, we operate at the forefront of consumer trends to provide food & beverage manufacturers with products and ingredients that will delight their consumers. Making a positive impact on people and planet is all part of the delight. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable and transparent supply. Supplying products and ingredients at scale is just the start. We add value through our unique, complementary portfolio of natural, delicious and nutritious products. With our fresh thinking, we help our customers unleash the sensory and functional attributes of cocoa, coffee, dairy, nuts and spices so they can create naturally good food & beverage products that meet consumer expectations. And whoever were with, whatever were doing, we always make it real.
Position Summary
Reporting to Plant Manager , the Office Administrator will support a dynamic work environment. The Office Administrator will work daily to present a professional and organized work environment to the employees and business visitors. This position will be the first point of contact for internal and external management of events and vendors. In addition to the management of the overall office and teams, this position will also provide executive support to the Plant Manager.
The ideal candidate for this position will be high energy with an engaging and approachable demeanor. This individual should have the ability to operate with a high level of autonomy to work effectively in a high demand environment with many competing demands and priorities. An individual who is outgoing, hard-working, and detail oriented will do well in this position.
Position Responsibilities
  • Responsible to greet all office guests and direct them to the appropriate staff member(s) and/or meeting rooms.
  • Answer calls and direct inquiries to the appropriate staff member. Maintain the company directories.
  • Coordinate with office management to prepare for upcoming meetings and events. Ensure appropriate spacings, support and refreshments are available.
  • Create and maintain office databases.
  • Work with the Procurement Manager to coordinate all office related purchase requisitions. Ensure invoices for goods/services are entered timely SAP.
  • Make meal arrangements for meetings including placing and receiving orders and event set up.
  • Create and edit event invitations, office announcements and flyers.
  • Assist office team with supply preparation and filing, including copies and mailing.
  • Organize and maintain the office mailroom and mailbox addresses. Manage all incoming and outgoing mail.
  • Ensure office maintenance is completed in an appropriate timeline, including ordering, stocking, cleaning, and organizing.
  • Maintain the kitchens and conference rooms. Order needed supplies and manage total office spend of those items.
  • Coordinate with maintenance team on any maintenance issues and scheduling of services needed in the office areas. Review and code invoices for proper payment.
  • Provide assistance to teams to plan, organize, and coordinate office and HR related events.
  • Update team materials, policies and forms.
  • Provide support on employee engagement initiatives and events.
  • Distribute office communication including onboarding and promotional announcements.
  • Assist in the onboarding preparation for employees equipment and workspace.
  • Prepare employee onboarding materials and ensure onboarding is successful. Partner with appropriate office teams and leaders as needed.
  • Perform other duties as assigned.
Position Requirements
  • High school diploma is required. Some college is preferred.
  • Four (4) years Office Administration or related experience is required. Candidates with a bachelors degree may substitute the degree for two (2) years of experience.
  • Valid drivers license with a clean driving record is required.
  • Strong communication skills, both verbal and written are required. Bilingual English and Spanish is a plus.
  • Strong customer service orientation with great people skills will be required.
  • Strong understanding of computer systems and applications including Microsoft Office Suite is required. Previous experience with SAP is a plus.
  • Proven ability to handle multiple competing demands while ensuring deadlines are met is required. Excellent organization skills are required.
  • Demonstrated initiative is required.
Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: [email protected]
At ofi, we celebrate our diversity. Olam Americas Inc. is proud to be an equal opportunity workplace.