The American Land Title Association, a non-partisan, national trade association representing the land title and real estate settlement industry, seeks an Office Administrator to help ensure the smooth operation of our office suite. This in-person role will be responsible for reception of incoming calls and visitors, ensuring accurate and timely mailing and shipping, managing office and storage inventory, serving as a liaison with our building management, and related administrative duties. The Office Administrator will also perform tasks to support the association’s HR functions, with other duties as assigned. The ideal candidate is a helpful and contributing individual who enjoys a supportive, open environment and is comfortable working alone in a variety-filled role. A successful Office Administrator can thoroughly and methodically address spontaneous issues as they arise. A conscientious, task-first person who strives for quality would excel in this position.

Reports to: Chief People Officer

Duties and Responsibilities: 

Reception

• Welcome members, vendors, and guests to the office. Alert appropriate staff of these arrivals.
• Answer the telephones. Assist callers with basic requests (logins, meeting dates/locations, best practices inquiries, etc.) and/or direct caller to the appropriate employee or employee’s voicemail. 
• Receive FedEx/UPS packages on behalf of staff and alert employee to its arrival.

Office Administration

• Coordinate scheduling of all office meeting spaces.
• Prepare in-office space when remote employees spend time at ALTA HQ, in coordination with the Chief People Officer.
• Serve as the main contact to building management.
• Manage internship program under the direction of the Chief People Officer to post intern announcements on various job boards, then forwarding and sorting applications in the applicant tracking software as needed.
• Assists with new hire orientation.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; referring more complex or sensitive questions to the Chief People Officer.
• Approve and code invoices for the following expenses: mailing/shipping, postage meter, supplies and maintenance, off-site storage, and other invoices as they occur
• Manage organization and inventory of off-site and basement storage spaces, including shredding schedule and shipment requests to/from off-site storage. 
• Assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.

Automation

• Maintain and process Service email inbox.
• Coordinate responses to requests for permission to reprint ALTA materials.
• Receive, sort, and deliver/scan mail to all staff
• Prepare all outgoing letters and parcels (USPS and FedEx) for the office
• Maintain appropriate levels of office and kitchen supplies, including paper stock in common area printers and the mini-fridge in the Conference Room
• Maintain the organization and inventory of the mail room, ordering all ALTA stationery (letterhead, envelopes, business cards, etc.) as needed
• Responsible for appearance and cleanliness of all office common areas, such as the reception area, kitchen, and meeting spaces
• Prepare and email daily itinerary to all staff and interns, including birthdays and work anniversaries
• Alert staff of office closures (inclement weather, shelter-in-place, etc.) per Federal Government OPM Guidelines and building management
• Maintain records, documentation, files, and provide clerical support as needed.
• Perform data entry as needed.

Other duties as assigned, such as assist with preparation for major meetings and events.

Preferred Qualifications and Characteristics:

Education and Experience:

• High school diploma or equivalent, plus at least 4 years of relevant experience/training; or
• Associate degree in office administration or related field, plus at least 2 years of relevant experience and/or training; or
• Bachelor’s degree in office administration or related field, with relevant experience and/or training strongly preferred

Additional Qualifications and Characteristics:

• Knowledge of secretarial functions, office administration and procedure, and familiarity with standard office equipment
• Interest and/or experience in Human Resources a plus
• Comfortable working with a variety of computer software applications (primarily Microsoft Office Suite) and database software
• Excellent attention to detail and organizational skills
• Excellent verbal and written communication skills
• Strong time management skills with a proven ability to meet deadlines
• Highly developed interpersonal skills
• Ability to work independently on assigned tasks
• Ability to collaborate with the admin team regularly, and other/all staff as needed
• Must be able to perform well in a multi-tasking environment
• Patience and the ability to manage stress during periods of high-volume work
• Must be a citizen or legal resident of the United States, or hold a visa that permits work in the United States without being sponsored by an employer 
• Background check: Required

Benefits Include:

• Medical, Dental, and Vision coverage offered
• Retirement planning with a 401(k) program offered after 6 months, employer matching contributions available up to 5%
• On-site fitness facility (no gym fee) with the option to purchase group fitness classes or contract with a personal trainer
• Complimentary office refreshments include drip-style coffees, huge selection of teas, sodas, and flavored sparking water
• Company membership within ASAE (American Society of Association Executives) to encourage employees’ professional development and regional networking
• …and more!

How to Apply: 

Click the link to complete the application online via Paylocity.

No phone calls please. Applicants may be asked to complete an AcuMax Index pre-hiring assessment (5 minute survey) in addition to submitting a resume and cover letter. 

The American Land Title Association is an Equal Opportunity Employer.