Office Associate

Company: Panagora Group
Location: Silver Spring
Posted on: May 23, 2023

Job Description:

Panagora Group is a small business providing novel and integrated solutions in global health and international development. Our goal is to provide innovative solutions that build national capacity and promote sustainability through robust local participation and capacity building, utilizing highly integrated and private sector solutions. Throughout our work, we embrace a virtuous circle of knowledge stewardship, collaborative learning, and application of evidence to heighten and accelerate positive health and development outcomes.Panagora currently has a hybrid work agreement with time split between telework and the office.

Panagora seeks an office associate to support the operations team with the effective functioning of the office and serve as office receptionist. This position is required to work from Panagora's office in Silver Spring 5 days a week.

Duties and Responsibilities

• Office operations
  • Maintain a pleasant work environment, and ensure high levels of organizational effectiveness, communication, and safety.
  • Keep common areas of the office clean (conference rooms, kitchen, refrigerator)
  • Maintain office, kitchen and conference room supplies by checking stock to determine inventory levels; anticipate needed supplies; place and expedite orders (as needed); and put supplies away.
  • Ensure operation of shared office equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; overseeing equipment procurement (coffee machines, appliances, etc.)
  • Oversee office green initiatives including composting and caring for office plants.
  • Keep employee data up-to-date including: phone lists, address books in copiers; companywide list serves and software licenses.
  • Serve as the point of contact with building management for:
    • office maintenance needs (i.e., lightbulbs replaced, janitorial)
    • obtaining fobs/ parking passes and keeping Panagora's log up-to-date as employees join/depart
    • Keeping staff apprised of building management notifications (building closures, window cleanings, etc.)
    • Coordinate office safety protocols (i.e., emergency preparedness planning and drills)
    • Assist in planning and executing home office staff meetings/events.
    • Support IT needs of employees when they are onboarded/offboarded (interface with outsourced IT vendor to order hardware and software, obtain log on credentials, collect equipment when employees resign, etc.)
    • Set up new hires, make personnel changes and other tasks as needed in Costpoint.
    • Serve as receptionist, greet visitors and employees with a positive, helpful attitude.
      • Answer incoming phone calls to the general number in a professional manner, and route calls as necessary.
      • Check the general voicemail box daily and take appropriate course of action (referral, or response).
      • Receive all incoming mail, shipments and deliveries and distribute to staff/take appropriate course of action.
      • Prepare and process all outgoing mail for executive team including: US postal service, overnight services, courier and special services (certified/return receipt mail).
      • Assist with special projects and assignments as required.
        
        Requirements
        
        • Bachelor's degree
        • Prior proven experience as an office manager
        • Experience with SharePoint, desk booking applications, and Costpoint preferred
        • Familiarity with international development and USAID a plus
        • Must be customer service and detail oriented.
        • Knowledge of office administrative procedures, as well as, use and operation of standard office equipment
        • Strong data entry and data management experience
        • Able to work effectively in a team environment
        • Superior problem-solving skills
        • Capable of multi-tasking, prioritizing, and managing time efficiently
        • Able to communicate effectively, both verbally and in writing
        • Microsoft Office skills (excel, word, power point) and Internet Explorer
        • Professional, positive, friendly, and helpful demeanor
          Reports to
          
          The Director of Operations
          
          Benefits
          
          No telephone inquiries, please. Finalists will be contacted. Only applicants who include the required application components will be considered.
          
          In Panagora's hybrid work structure, employees can work remotely or from the office. Occasionally, employees will be asked to work from the office to foster engagement, collaboration, belonging and professional development. Departments/teams will hold in-person meetings that involve a high degree of collaboration, where ideas are generated quickly and often feed off each other, e.g., brainstorming, storyboarding, proposal development, strategic planning, and performance discussions. Staff who reside in the DC/MD/VA area are strongly encouraged to work from the office on those days.
          
          Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
          
          *Note: Panagora does not offer visa sponsorship at this time.

Keywords: Panagora Group, Silver Spring , Office Associate, Administration, Clerical , Silver Spring, Maryland