Title: Admin- Office Services

Division: Corporate

LJA recognizes that our success depends on the quality of the people we hire. We are currently seeking highly talented individuals that take pride in their work, function exceptionally well in team environments, and contribute to the overall success of the company. As a 100% employee-owned company, we promote an entrepreneurial spirit that helps drive the bottom line and the long-term professional and financial success of our employees. With more than 50 office locations, LJA is growing and ready for talented people to help us build our future.

Summary: As part of the Corporate Office Services team, this role requires someone who is customer-focused and is interested in supporting a diverse team. The primary purpose of this position is to provide support to the Director of Real Estate and Facilities and the departments under their purview which includes reprographics, facilities, document management, fleet, and the front office. This role will interface with internal and external stakeholders and vendors requiring a high level of professionalism, communication skills, and strong computer skills. Candidate must have a positive attitude and be proficient in supporting executives.

General Responsibilities:

• Assisting with project and department administration and coordination as required;
• Tracking deadlines and helping to keep team on track;
• Managing the onboarding and offboarding processes which includes preparing new hire boxes, updating master floor plans, coordinating seating assignments, ensuring other departments promptly complete tasks, organizing moves, and inventorying returned equipment;
• Leading weekly onboarding/offboarding meetings with Facilities and IT to ensure all tasks are completed;
• Providing support for office leases, construction projects, and major office projects;
• Overseeing credit cards for the team and liaising with the accounting team to ensure all documentation is completed timely and accurately;
• Facilitating all accounts payable for Office Services including setting up new vendors, tracking approvals, and submitting invoices for payment;
• Preparing letters, transmittals, memos, reports, proposals, contracts, forms and other business correspondence;
• Conducting research and analysis;
• Proofreading and editing documents;
• Maintaining electronic files;
• Coordinating meetings, making travel arrangements, and managing the calendar for the Director of Real Estate;
• Supporting the planning and execution of special events;
• Assisting with special initiatives and projects.

Experience/ Skills Requirements

• At least 5 years of administrative experience
• Experience supporting executive(s) in high level administrative role preferred
• Be dependable and possess a sense of urgency
• Work effectively in a team environment
• Produce accurate work under pressure
• Meet deadlines and stay on top of tasks due for the team
• Be self-driven with the ability to work with limited direction
• Have experience managing multiple concurrent projects
• Possess strong verbal and written communication skills including excellent spelling and grammar
• Demonstrate advanced skills with Microsoft Office (Word, Excel, Outlook. Teams, etc.)
• Exhibit a high degree of organization
• Teachable and willing to learn new systems and processes in an organization that is growing and changing.

Required Education:

• Associates Degree preferred

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate common office equipment; move about the workplace; remain in a stationary position for extended periods of time working on a computer.