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Office Administrator

Company: IBI Group
Location: Boca Raton
Posted on: June 18, 2022

Job Description:

Job Description

As full-time Office Administrator in our Boca Raton location, you'll be responsible for day-to-day administrative operations across our growing Architecture practice. -We're seeking an energetic self-starter, capable of overseeing organizational processes, implementing strategies to maximize efficiencies, and fostering a positive internal culture. -You will be the local "go to" for operational matters, and you will interact with Corporate Business Partners in HR, IT, and Finance as needed to ensure that both the needs of staff and the goals of the organization are being met. - - - -
Most of the things you'll work on:
--- - - -Provide primary guidance/support for all administrative areas of the business; continually audit/assess internal systems/processes to ensure optimal efficiency -
--- - - -Collaborate with Project Managers to prepare/submit proposals; maintain CRM database for tracking opportunities, keeping pipeline data updated at all times - -
--- - - -Manage incoming and prepare outgoing contracts/subcontracts; review client contract T&Cs using IBI guidance tools as a basis; assist in negotiating terms with clients, interacting with legal as required
--- - - -Ensure client/subcontractor files are complete (ie contracts signed, EFT forms completed, certificates of insurance compliant)
--- - - -Interface with Project Accountant(s) to ensure accurate/efficient new project setup; assist with expense reports, invoices, waivers as required -
--- - - -Correspond with insurance agency to place new/request renewal certificates of insurance in accordance with client contract requirements -
--- - - -Work with local management team to initiate job requisitions as available positions are identified; assist Talent Acquisition team/hiring managers as needed in interview process
--- - - -Assist HR Business partner in onboarding new staff in accordance with IBI standards/protocol, ensuring a positive new-hire experience -
--- - - -Liaise with Corporate IT and local technology vendor to ensure efficient setup of new hires, timely troubleshooting of staff hardware/software issues, and uninterrupted operation of office systems
--- - - -Ensure local/state business licensing requirements are accurate and up-to-date
--- - - -Cultivate and maintain professional relationships with internal business lines, as well as clients and vendors
--- - - -Ensure efficient day-to-day office functions, from receiving incoming calls/mail/packages to scheduling meetings/events, and maintaining office supplies/equipment -
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Keywords: IBI Group, Boca Raton , Office Administrator, Accounting, Auditing , Boca Raton, Florida

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