Job Description
Job Title : Executive Administration
Location: 1000 Summit Dr, Milford, OH 45150
Experience: 5–10 years
Education: Associate degree
Hourly Rate: $20–$30
Work Schedule: 5 days a week, in office
Job Summary
The Executive Administrative position is responsible for independently performing day-to-day administrative and facility operations in alignment with organizational management systems and policies.
Key Responsibilities
Administrative & Facility Management
- Handle all aspects of facility management, including but not limited to security coordination, housekeeping, material movement, front office management, inventory control, and compliance management.
Security Management
- Manage aspects of physical security, including ensuring optimal functioning of security and access control systems.
- Monitor CCTV coverage, analyze security system data, manage electronic access (assigning/revoking), reconcile data, and generate reports to ensure compliance with information and security policies.
Procurement & Inventory Management
- Ensure timely procurement of office and break-room supplies (e.g., tea/coffee) to maintain uninterrupted facility operations.
Purchase Functions
- Ensure timely procurement of required items by adhering to organizational procurement policies, including negotiations, vendor management, purchase requisitions, and payment processing.
Audits & Compliance
- Ensure audit readiness of the location by complying with and enforcing company policies.
- Participate in audit preparation as required.
- Ensure compliance with statutory requirements, building codes, and workplace regulations.
- Ensure adherence to Work Environment Guidelines and Health, Safety & Environment (HSE) standards.
- Maintain health, safety, and environmental records for internal and external audits.
- Conduct fire safety and health & safety briefings and drills at regular intervals.
Documentation, Reports & Returns
- Review daily, monthly, and preventive maintenance reports, seat occupancy reports, CCTV drill reports, and other documentation for accuracy and timely submission to corporate stakeholders.
- Ensure important location documents (e.g., operational procedures, service agreements, registers, and logs) are prepared and reviewed in a timely manner.
Additional Administrative Duties
- Receive clients and guests at the front desk and coordinate arrangements for client visits, including local travel, transportation, accommodation, and meeting logistics.
- Receive and dispatch FedEx, UPS, DHL, and other packages.
- Manage mail collection and distribution.
- Maintain conference room reservations and ensure rooms are clean and ready for meetings.
- Order and manage pantry, copier, and office supplies.
- Coordinate maintenance and cleanliness of equipment and liaise with building management.
- Maintain seat occupancy data.
- Create UPS shipping label requests.
- Arrange in-house and external events as requested by location leadership in accordance with company guidelines.
- Handle billing and other administrative duties as assigned by the supervisor.
- Be available on site during all working days to ensure effective administration of the premises.
- Perform any other administrative requirements as directed by leadership.
Required Knowledge & Skills
- Basic knowledge of health, safety, and environmental guidelines.
- Basic knowledge of landscape management.
- Strong organizational and coordination skills.
- Ability to manage multiple administrative functions independently.