Job Description

Job Summary The Office Administrator is responsible for managing office operations at our Atlanta office, providing administrative support across multiple departments, and delivering project support to the Account Services team.

Job Duties and Responsibilities

• Serve as the main point of contact for any needs for the day-to-day operations of our Atlanta office including. Oversee and coordinate:
• Inventory Management: Proactively reordering office supplies as necessary
• Communication: Daily collection of office mail and ensuring that it is received by the appropriate parties; Answering office telephones and any follow-up required
• Visitor Management: Welcome and provide support for any office visitors
• Manage relationships for office vendors and service providers including (copy machine, building requests, vendor shipments/deliveries)
• Provide day-to-day support for the Leadership Team as needed
• Provide high level administrative support for any teams traveling into the Atlanta office (travel support, meeting room support, catering, etc.)
• When needed, collaborate with our additional physical offices (e.g. London, The Hague) to provide cross-functional administrative support
• Oversee meeting material management (inventory of supplies, printing, collation, shipping) for all BI and Medical Communications projects
• Support HR team with preparing New Hire packets
• Support the Account Services team and Account Axess team in the management and execution of specific project-related tasks
• Ensure Aptitude Health has current W9s for all Axess Network physicians (every 3 years)
• Prepare and submit purchase orders and invoices within the financial system as needed
• Monitor HCPs for outstanding honoraria payments/W9/W8-BEN forms
• Partner with Account Services leads in facilitating air travel, hotel accommodations, and transportation for delegates and expert faculty when required
• Prepare the expense reporting for the AS corporate credit card each month
• Serves as the company’s travel liaison for Concur, providing system training to all employees and supporting project teams as needed
• Facilitates the payment of invoices for vendors (Acolad, One Oncology, and ICOP)

The above job description in no way states or implies these duties are the only duties performed by this employee. The incumbent is expected to perform other related duties necessary for the effective operation of the department and company.

The Company reserves the right to change or alter any of the above duties and responsibilities according to the operational needs of the department and Company.

Education, Experience, and Skills

• Requires a High School education or college degree
• 2-3 years of experience working in an office environment
• Demonstrated ability to collaborate with all types of groups/levels of individuals
• Must be proficient in MS Office Suite including Excel, Word, PowerPoint, and Outlook
• Experience working in a remote or virtual environment
• Self -starter with strong initiative
• Able to work independently and manage tasks/projects with minimal supervision

Key Competencies

• Excellent communication skills both verbally and written
• Organized and detailed orientated
• Professional and friendly demeanor
• Able to meet deadlines and manage multiple tasks and responsibilities

Conditions of Employment:

Verification of employment history, professional references, and education or training.

Working Conditions and Physical Effort:

• Work is normally performed in a typical interior/office work environment
• Travel may be required based on business needs (domestically and internationally) and attend virtual programs outside of working hours as needed.

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