Human Resources - Office Administrator (Administrative)
At LightBox, we strive to not only equip confident, data-driven decisions across sectors, but to also enrich lives by bringing people, information, and technology together. As a company with a wide range of clients, we believe a diverse workforce is crucial to success. Our commitment to inclusion across race, gender, age, religion, identity, and experience is the foundation upon which we operate and connect with our customers and the communities in which we work.
With our expertise, we are producing the best available data, workflow tools, technology, and analytics to support everyone making a real estate decision. There has never been a better time to make an impact and we invite you to join us on this journey.
LightBox is a leading provider of data and workflow solutions across commercial real estate and location intelligence. Our solutions deliver the depth, speed and accuracy that enable insights to over 50,000 brokers, 1,000 banks and lenders, 1,000 law firms and 5,000 environmental consulting and engineering firms.
Position Overview
We are seeking a motivated and organized Office Administrator to join our dynamic team. As an integral part of our operations, you will be the first point of contact for incoming calls, couriers, and general office queries. This is a great opportunity for a self-starter with excellent communication skills and a proactive attitude to grow in a fast-paced environment. This position will report directly to Human Resources while providing support to other departments as required.
What you will do and achieve
- Answer and direct phone calls to the appropriate person.
- Conduct basic research to resolve caller inquiries when necessary.
- Greet visitors, creating a welcome and professional environment.
- Receive and coordinate courier deliveries, ensuring packages are routed promptly.
- Scan and assign documents to the appropriate individuals or departments, either on- or off-site of the office.
- Print checks and post invoices to the internal drive daily.
- Oversee general office upkeep, including supply management and ensuring the workspace remains tidy, organized and fully stocked.
- Responsible for company credit card reconciliation and submission.
- Assist with scheduling repairs or maintenance services when needed.
- Assist with office events, such as ordering catering as needed.
- Provide general administrative assistance to the team and support managers as needed.
- Update office records and ensure documents are filed appropriately.
- Actively communicate and coordinate with team members to ensure tasks are completed efficiently.
Who you are
Education
- High school diploma or equivalent required; additional certification in office administration is a plus.
Experience
- Prior experience in an office or customer-facing role is beneficial but not required.
Key Knowledge & Skills
- Excellent verbal and written communication.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other basic computer applications.
- Strong organizational and multitasking abilities.
- Self-motivated with the ability to work independently and take initiative.
Core Competencies
- Team oriented
- Problem-Solver
LightBox's Diversity Commitment:
LightBox is fully committed to employing a diverse workforce and creating an inclusive work environment that embraces everyone's unique contributions, experiences, and values. We believe in unity in diversity and offer a collaborative work environment that encourages creativity, initiative and professional growth and provides a competitive salary and benefits package. We are better together when we support, recognize, and embrace our differences.
This job description is a general listing of the required tasks and expectations of the position and in no way implies that the duties listed above are the employee's only responsibilities. The employee is expected to perform other tasks, responsibilities and training as instructed by their supervisors. Duties and responsibilities may change at any time with or without notice.
This position may require additional hours outside of the standard work schedule including occasional holiday, evening and/or weekend hours in order to meet deadlines or to accommodate customers.
LightBox and all its holding companies are an equal opportunity/affirmative action employer. It is the policy of the LightBox and its holding companies to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, disability, or veteran status.
NO TELEPHONE CALLS OR AGENCY SOLICITATION PLEASE.
