Office Administrator

SUMMARY:

Office Manager / Guest Services is the first point of contact for visitors, clients, delivery partners, and callers, serving as the welcoming face of the Bismarck office. This role is responsible for day-to-day in-office administrative support and ensuring the facility runs smoothly, safely, and professionally under the supervision of the Fargo Office Manager. Duties include front desk coverage, managing company phones and mail, coordinating supplies and office services, supporting facility management needs, monitoring and maintaining door security and visitor access, and keeping shared spaces—including the company kitchen — coffee, cleaning, organized and stocked. The Office Manager also provides backup support for the Parts Desk as needed and executes Bismarck events under the guidance of the Roseville Event Manager.

The ideal candidate is highly personable, service-minded, and thrives on being the hub that keeps people, information, and operations connected. They are detail-oriented, proactive, and take pride in maintaining a polished, welcoming environment for both internal teams and external guests. Because this position directly supports the physical facility and its operating hours, it requires a consistent onsite presence during standard business hours; work-from-home option is not available for this role.

Essential Responsibilities/Duties:

· Front Desk & Guest Services: Welcome visitors and vendors, manage sign-in/badging, and keep the reception area professional.

· Phones & Communication Support: Answer and route calls for Bismarck (plus phone round robin for entire company) and manage shared voicemails.

· Office Administration: Provide onsite admin support including data entry, filing, document help, and mail/shipping coordination. Filing printer paper, printer/copier trouble shooting. Weekly inventory and ordering of office supplies, as well as managing budgets and spend with accounting.

· Facility Management: Coordinate building needs and vendors, track repairs, and physically clean, organize and keep the office safe.

· Door Security & Access Control: Manage door/security systems, visitor access, and follow facility security protocols.

· Breakroom Oversight: Maintain breakroom inventory, ordering, restocking, coffee service, dishwasher, and cleanliness.

· Deliveries & Logistics: Receive, sort, and distribute packages, mail, FedEx, Courier and food deliveries.

· Catering & Events: Assist with meetings, including ordering catering, setup/cleanup. Execute Bismark events utilizing TEAMS webinars, audio/visual equipment, set up and breakdown under Roseville Event Manager direction.

· Parts Desk Backup: Cover the Parts Desk as needed and support basic counter and pickup requests.

· Other Duties: Complete additional tasks as assigned to support office operations.

Qualifications/Experience: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and/or Experience: Proven work experience as a Receptionist, Front Office Reception, Corporate Events or similar role. Hands-on experience with office equipment (e.g. fax machines and printers, audio/visual equipment, Microsoft, Teams)

Interpersonal Skills: Ability to relate to people on many levels (both internal and external). Ability to communicate with people tactfully and with diplomacy and professionalism.

Language Skills: Solid written and oral communication skills. Ability to read and interpret general business documents.

Mathematical Skills: Ability to calculate figures such as discounts, percent's, etc.

Reasoning Ability: Ability to solve practical problems with customers and staff. Strong initiative and decision-making skills required. Creative thinker with data driven analytical aptitude.

Computer/Equipment Skills: Microsoft Teams, Outlook, Excel, Word. Comfort using multi-line phone systems. Experience with video conferencing. Mail/shipping software Pitney Bowes. Set up, test, and operate in-room audio/visual equipment for meetings and events (TVs/projectors, microphones, speakers, cameras, laptops, and conferencing controls).

Organizational Skills: Ability to plan, stay organized and focused throughout the day.

Ability to Multi-task: Perform tasks simultaneously.

Professionalism: Represents the company in a professional manner regarding interaction with your team, customers and corporate personnel.

Work Schedule: Schedule is rigid: Monday thru Friday, 8:00am to 5:00pm due to facility hours. Must show up on time for all required shifts. THERE IS NO WORK FROM HOME OPTION FOR THIS ESSENTIAL FACILITY ROLE.

Work Environment: The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. The noise level in the work environment can be distracting during events.

Physical Requirements: The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.

· Ability to frequently lift-up to 10 lbs., occasionally lift-up to 25 lbs., and to rarely lift-up to 50 lbs.

· Ability to reach, bend, twist and squat in order to perform duties of the job.

· Ability to sit at a desk for long periods of time while performing job functions.

· Ability to perform repetitive movements for data entry.

· Ability to work on a computer throughout the day.

**The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive listing of all responsibilities, duties and skills required.

Job Type: Full-time

Pay: $ $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings