Senior Office Specialist

Senior Office Specialist

Requirements

• High School Diploma or equivalent
• 2-3 years of administrative or office support experience, preferably a senior or specialized role
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Powerpoint)
• Exceptional written and verbal communication skills, with the ability to engage professionally with individuals at all levels of the organization
• Experience managing projects and working independently in a fast-paced environment

Responsibilities

• Answer incoming calls and warmly welcome visitors with professionalism, empathy, and efficiency
• Respond to inquiries from employees, customers, vendors, and visitors with empathy and professionalism, directing them to the appropriate person or department
• Provide administrative support to executives and their teams, including document preparation, scheduling, and managing correspondence
• Manage conference room scheduling and coordinate meetings, including handling reservations, arranging catering, and ensuring setup is complete before the scheduled start time
• Act as a liaison between departments, vendors, and external partners to facilitate seamless office operations
• Arrange travel as needed for executives and department personnel
• Coordinate office activities and events, collaborating with ERGs to ensure their success
• Provide ad hoc administrative support to management and the Human Resources department as needed
• Assist with the onboarding process for new employees by collecting I-9 forms and distributing computer equipment
• Independently carry out administrative tasks and responsibilities efficiently, thoroughly, and accurately
• Place catering orders with designated vendors, welcome caterers upon arrival, and ensure they are provided to the appropriate Gas South employee
• Manage the ordering, tracking, and inventory of office supplies and fueling station to ensure availability for the company
• Collaborate with janitorial staff and day porters on a daily basis
• Identify opportunities to improve departmental efficiencies and consistently seek ways to reduce costs
• Keep emergency procedures up to date and revise them as necessary
• Protect all confidential materials and ensure the privacy of personal and sensitive information related to executives, the company, and employees
• Assist with special projects as needed

Preferred Qualifications

• Associate or Bachelor’s degree, or currently enrolled in a degree program
• Experience with office management