Office Administrator Apprentice

Job Description

About the Role

The Office Administrator will perform various clerical tasks including replying to emails, preparing various documents, answering phone calls, and directing guests that come to the office. This role provides office administrative support by working independently as well as collaboratively with our team.

Reports to

India Director of Operations

Pay Classification

Apprenticeship position under the National Apprenticeship Training Scheme (NATS)

• Coordinate and facilitate office activities and operations based on company policies
• Manage agendas, travel arrangements, hotel reservations, seminar registrations, and appointments for management
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support record keeping procedures
• Create and update records on employees and other data
• Track inventory of office supplies and place orders when necessary
• Assist colleagues whenever necessary
• Maintain appointment calendar for executives
• Schedule appointments and meetings with other departments and external contacts
• Reserve meeting space, arrange for audio/visual equipment, and publish agendas
• Prepare memos, letters, reports, presentations, and other business correspondence, either independently or from written/verbal instructions
• File and retrieve corporate documents, records, and reports
• Prepare expense reports, expedite, and track processing of all expense reports, check requests, and purchase requisitions.
• Ensure reconciliation of reimbursement with expense reports and maintain copies of expense reports, receipts, and reimbursement checks
• Ensure confidential handling of information and use sound judgment to independently complete a range of special projects
• Distribute mail, answer phones, and ensure seamless flow of information
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Exercise initiative, diplomacy, collaboration with other departments, tact and a high degree of professionalism and loyalty

Minimum Qualifications

• At least 1 year of experience in general office responsibilities
• 2 years of experience with administrative tasks preferred

• Ability to meet deadlines with a high degree of motivation
• Thrives in a fast-paced environment
• Ability to work individually as well as collaboratively
• Demonstrate capabilities with moderate supervision.
• Strong interpersonal skills with a service-oriented mindset who can work well within a team as well as independently
• Must be detail oriented and organized in completing tasks
• Must be proactive, anticipate roadblocks, and offer solutions
• Ability to utilize the Microsoft Office suite including Word, Power Point, and Excel
• Ability to manage multiple work streams simultaneously as well as react to shifting priorities
• Must have a sense of urgency around completing tasks and the order and priority of tasks based on business needs
• Strong composition, grammar, and business language skills
• Strong communication and interpersonal skills with the ability to effectively communicate with all levels of management, other departments, and both internal and external stakeholders
• Ability to coordinate complex travel schedules and plan/coordinate meetings and events
• Excellent judgment in handling confidential, legal, or sensitive information
• Ability to work independently, set priorities and handle multiple tasks with a high level of efficiency

• Benefits through the National Apprenticeship Training Scheme (NATS)
• Paid holidays

About A-LIGN

A-LIGN is the number one issuer of SOC 2 and HITRUST and a top three FedRAMP assessor. To learn more, visit a-lign.com.

Come Work for A-LIGN!

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A-LIGN is an Equal Opportunity Employer.