Office Administrator - CMS Nexttech

Overview

Join the best in the industry at Nextech and embark on a rewarding career journey! For over 30 years, we've built our success on a foundation of Quality, Value, and Integrity, fostering enduring partnerships with thousands of satisfied customers. With over 2,000 team members nationwide, Nextech sets itself apart from other companies by being America’s largest HVAC/R service provider.

As we continue to grow, we're committed to offering an exceptional work experience for our employees with numerous opportunities for development and advancement. If you pride yourself on quality work, integrity, and dedication, we want you on our team. Nextech boasts outstanding review ratings on Indeed and Glassdoor, making it the premier destination for HVAC professionals. Elevate your career by joining Nextech today!

Role:

The Office Administrator provides comprehensive administrative support to the corporate office, including C-suite and senior leadership, as well as assists with recognition efforts and internal communications. Responsibilities include managing correspondence, event calendars, appointments, meetings, and travel arrangements. This role supports internal communications and projects that impact both the corporate office and field operations. This person is highly organized, flexible, and enjoys the challenges of supporting a growing company. They can work independently with minimal supervision, handling a wide range of administrative tasks and internal communications. Strong interpersonal skills are essential for interacting with staff at all levels in a fast-paced, dynamic environment. The ability to stay proactive, resourceful, and efficient under pressure, while maintaining professionalism and confidentiality, is key. Expert written and verbal communication skills, system proficiency where necessary, excellent decision-making abilities, and keen attention to detail are also critical for success in this role

Benefits:

• Excellent Health Insurance options including a FREE employee only option
• Dental, Vision, Accident, Critical Illness, Disability and Supplemental Life Insurance options
• FREE life insurance equal to your annualized pay rate
• 401k with a 50% match up to the first 6% of your contributions
• 7 paid Holidays
• 2 paid Personal days
• 10 paid Vacation days

Min Compensation

Max Compensation

Responsibilities

• Welcomes visitors and customers, ensuring they feel comfortable and are directed to the appropriate person while ensuring the front office entrance is always supported 
• Performs various tasks in support of the corporate office, including Finance, Customer Operations, IT, and Human Resources 
• Provides support for leadership-approved recognition strategies, such as employee service awards, technician awards, and safety awards 
• Manages service awards, including coordinating and distributing materials such as custom awards, technician awards, and hats to internal offices 
• Collaborates with the internal employee communications team to update the corporate office and field operations by: 
  • Working cross-functionally with all departments and leadership to execute internal communication initiatives 
  • Producing employee communications focused on retention and company values 
  • Supporting leadership with timely internal communications 
  • Developing creative ways to communicate to a decentralized workforce 
• Reviews and proofreads drafts, documents, and letters for grammar and usage, as needed or upon request 
• Manages the Corporate Travel platform (Hotel Engine/Enterprise), including: 
  • Uploading new hire data 
  • Overseeing travel requests and related processes 
  • Ensuring compliance with approved travel practices and policies to prevent unauthorized expenses 
• Collects, analyzes, and verifies data from multiple sources to generate reports, statistics, timelines, and presentations, while providing information on general office processes 
• Provides project management support 
• Supports facility management and conducts office supply ordering, including maintaining breakrooms and supply areas 
• Assists with vendor management in coordination with the corporate office as needed, including managing relationships with vending machine vendors 
• Coordinates event scheduling and supports event planning for the engagement committee, as needed 
• Manages filing and record ownership, as needed or assigned 
• Oversees executive team traves 
• Provides support for new hire orientation and onboarding 
• Provides overall support to the corporate team 
• Other related job duties as assigned  

Required Knowledge, Skills, and Abilities:

• Excellent calendar management skills, including the coordination of events  
• Excellent customer service skills  
• Excellent Time management skills  
• Excellent organizational and interpersonal skills  
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook  
• Strong Creative writing skills that engage employees  
• Strong attention to detail  
• Ability to remain positive, proactive, and flexible  
• Must be able to work with minimal supervision and plan, develop, coordinate, and manage multiple assignments/tasks simultaneously  
• Must have a high level of confidentiality  
• Must have the ability to embrace change and adapt to changing circumstances  
• Must be able to exercise a high degree of diplomacy, collaboration, and problem-solving skills  

Qualifications

Education and Experience:

• High school or equivalent, Associate Degree/Bachelor's Degree preferred  
• 5 years of experience as an Administrative Assistant, Office Manager, or equivalent at a privately owned company of 100+ employees  
• Advanced knowledge of Microsoft Office: Outlook, Excel, PowerPoint, word, etc.  
• Experience writing communications for an internal or external audience   

Physical requirements:

• Continuously able to work in office environment  
• Continuously able to operate a computer and other office productivity machinery, such as a copy machine, telephone, and computer printer  
• Continuously able to sit at a computer for up to 8 hours   
• Able to alternate between sitting and standing, as needed throughout the day  
• Occasionally able to lift up to 15 lbs  
• Continuously requires vision, hearing, twisting, and talking   
• Occasionally requires walking, lifting, carrying, reaching, kneeling, pushing/pulling, bending, and crouching   
• Rarely requires climbing