Senior Office Administrator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee daily business support operations for Core West & East, Product Safety, Sports Sciences, and Participant Recruiting.

• Accurately log incoming assignments into company systems.

• Continuously input project details, budgets, and change orders.

• Update permissions for SharePoint project folders.

• Prepare draft invoices to meet bi-weekly deadlines and client expectations.

• Perform monthly audits of bank statements, invoices, and payments received.

• Manage Work in Progress (WIP) and Bill on Account processes.

• Reconcile time entries across systems and review or adjust project-related rates and time logs.

• Conduct monthly reconciliation of office and study expenses.

• Record payments against invoices and provide oversight for accounts receivable.

• Upload invoices to client-specific portals.

• Submit vendor invoices for payment processing.

• Assist the facility coordinator as required.

• Maintain professional communication with clients via phone, email, or in person.

• Supervise project-related item storage when necessary.

• Offer backup support to staff for PTO requests and overflow tasks.

• Coordinate the purchasing of office supplies and equipment as needed.

• Adhere to the Administrative Systems and Procedures Manual.

• Carry out other duties as assigned.

⛳️ Requirements

• Minimum of 5 years of experience in an administrative role; supervisory experience is preferred.

• Bachelor’s degree or higher is desired.

• Certification as an Administrative Professional is preferred.

• Capability to comprehend corporate operations and procedures.

• Proficient in interacting and communicating with individuals at all levels of the organization.

• Exceptional business writing, editing, and proofreading abilities.

• Strong aptitude for establishing priorities and meeting deadlines.

• Proficient in MS Word, Outlook, Excel, PowerPoint, Teams, SharePoint, technical software, and database applications.

• Ability to analyze and interpret written and verbal information.

• Competence to respond verbally or in writing to inquiries from management, peers, clients, and external vendors.

• Excellent interpersonal skills.

• Ability to manage confidential information appropriately.

• Willingness to work regular hours from 8 a.m. to 5 p.m., Monday through Friday, with flexibility for overtime or additional hours as necessary.

• Physical ability to stand, walk, sit, bend, crouch, hear, and communicate effectively.

• Capability to lift and/or move up to 25 pounds.

• Clear vision and depth perception.

🏝️ Benefits

• Private Healthcare Plan

• Pension Plans

• Life Assurance

• Leave Package

• Work From Home

• Training & Development

• Employee Assistance Programme - Counseling

• Opportunities for growth and learning

• Diverse and inclusive workplace

• Accommodation for applicants selected for an interview