Office and Project Administrator – PT

Overview: Factor is a consulting firm that specializes in information architecture. We are seeking a part-time employee to support the day-to-day functions of our growing company.  They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. This is a new position.

The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.

Duties:

  • Coordinate office activities and operations to ensure efficiency and compliance to company policies
  • Play an active role in onboarding of new team members
  • Participate in project planning and setup, and troubleshoot tools and other resources
  • Work with project management staff on client communications and delivery
  • Coordinate, schedule and record the outcome of meetings
  • Light bookkeeping, including prepare financial reports and coordinate with Accounting firm
  • Manage office maintenance and order supplies, work with building managers and cleaning services
  • Coordinate travel as needed including booking flights and hotels
  • Manage phone calls and correspondence (e-mail, letters, packages etc.)
  • Create and update records and databases with personnel, financial and other data
  • Prepare presentations/proposals as assigned
  • Format and proofread documents to prepare for delivery
  • Non-technical updates to company Website and social media services
  • Assist colleagues whenever necessary.

Reporting: This person will report to the two founders, and work collaboratively with all employees and contractors.

Salary and Benefits: DOE

Policies: Factor values diversity and a safe and healthy working environment

Requirements:

  • Proven experience as an office administrator, office assistant or relevant role
  • Outstanding communication and interpersonal abilities
  • Excellent organizational skills
  • Comfortable working with SaaS tools
  • Familiarity with office management procedures and basic accounting principles
  • Excellent knowledge of MS Office, Google Docs and office management software
  • High school diploma; BSc/BA in office administration or relevant field is preferred
  • Familiarity with user experience, information architecture, enterprise and agency clients a plus
  • Knowledge of Quickbooks a plus.

To apply for this position, please fill out the following form. Please have everything ready to submit. The form will not allow you to come back later. Feel free to include a longer cover letter with your resume as one PDF. Three professional references may be requested in later phases of the interview process.