Administrative Assistant II

Olgoonik is a strong family of professional contracting companies established to create benefits for our Alaska Native shareholders and fueled by the belief that to do so our operations must remain of the highest quality, our employees qualified and principled, and our commitment to safety and every client's mission unconditional.

From our roots in Alaska's Arctic to our operations in South America, Europe, Asia, Africa and the Middle East, our experienced and dependable workforce consistently delivers results through a sharp combination of innovation and practicality.

Overview:

The Administrative Assistant II performs front office administrative support. This full-time position works in our Anchorage office as our on-site support for Shared Services and Operations employees and provides over-the-phone and in-office customer service for shareholders, vendors, and business associates. Works closely with the Corporate Office Manager to fulfill the daily and weekly administrative tasks that keep our teams functioning at peak performance.

• Serves as the primary point of contact at the front desk for callers and visitors.
• Maintains, cleans, and stocks kitchens/conference rooms/public spaces daily.
• Conducts regular inventory of office and kitchen supplies.
• Orders office and kitchen supplies for shared spaces and production room stocking.
• Works with employees to source and order special request items.
• Answers and routes phone calls from multi-line phone.
• Routes faxes from centralized fax inbox.
• Maintains security access badge inventory and visitor log.
• Assists shareholders with completion of commonly used forms.
• Independently performs expediting duties to fit the needs of the department and company (i.e. mailing, shipping, other procurement and logistics, etc.)
• Documents facilities issues that require maintenance or follow-up; communicate with Corporate Office Manager, building management, and other vendors to ensure issues are addressed in a timely fashion.
• Acts as liaison with corporate office vendors, including supplies and maintenance vendors.
• Organizes off-site storage space; including file storage, transfer of materials and equipment between storage and main office location.
• Independently reconciles corporate office credit card(s), maintaining organized receipts as backup.
• Routes and codes invoices for payment.
• Processes incoming and outgoing correspondence (i.e., mail, packages) per procedure.
• Composes routine and non-routine business documents.
• Performs administrative support functions such as filing and general clerical functions.
• Schedules meetings and events utilizing Outlook Calendar.
• Arranges and prepares for meetings and events; set up conference rooms, teleconference lines, and supporting documentation.
• Arranges travel/lodging for employees, corporate executives and managers, and Board members, as needed.
• Assists with special projects for Shared Services and Operations departments, as requested and organized by supervisor.
• Updates department procedures for routine duties, as needed.
• Perform other related duties as assigned by supervisor.
• Some travel and overtime may be required to assist with special events.

• There are no supervisory responsibilities associated with this position.

• High School diploma required, some college preferred.
• Minimum 2 years of office experience required.
• Candidate will have experience meeting deadlines and providing customer service, demonstrates an attention to detail, possesses good phone and computer skills, and has organizational and analytical skills.
• Notary Public certification is preferred, but not required.

• Must be able to read, understand, and process business communications.
• Must be able to politely and effectively communicate with callers and visitors.
• Must be punctual and maintain a good attendance record as the primary front office employee.
• Must possess a good attitude and ability to work as a member of a team.
• Must possess self-motivation and the ability to work effectively under minimum supervision.
• Proficient with Microsoft Suite of products including: Word, Excel, and Outlook.
• Ability to multi-task efficiently, work in a fast paced environment on multiple projects, and have a strong attention to detail.

• Must possess a valid Alaska driver's license.

N/A

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

General office environment. Some travel may be required based on business demands.

• Subsidiary: Olgoonik Development, LLC
• FLSA: Non-Exempt
• Requisition Nbr: 2014007

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native Corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.