DDJ CAPITAL MANAGEMENT, LLC
1075 Main Street, Suite 320, Waltham, MA 02451
t: (781) 283-8582 • f: (781) 419-9182 • e: jleger@ddjcap.com
www.ddjcap.com
Summary
DDJ Capital Management is seeking to hire an Office Administrator. This role is an outstanding opportunity for a dedicated professional to help manage and maintain our corporate office. This Office Administrator must have excellent communication, problem-solving, and interpersonal skills. He/she will be responsible for a wide range of office functions that require an ability to multi-task as well as have good judgement when making decisions. This position reports to the Finance and Benefits Manager and is an important point of contact when interacting with colleagues and external parties (vendors, clients, etc.).
The Office Administrator must be enthusiastic about working in a fast-paced environment. He/she should have a pleasant, calm and professional demeanor as well as an inner drive to ensure that our firm continuously reflects our collaborative, organized and appealing corporate environment.
The Office Administrator will lead the charge on keeping our office space looking prepared and professional and cover procurement-related duties for the kitchen and office supplies. The DDJ Office Administrator serves as one of the primary contacts with the firm’s building manager. Some lite-accounting duties may be performed from time to time.
Beyond being organized and creative, the successful Office Administrator will engage with employees and continuously seek ways to improve our employees’ work experience. This is a 15-25 hour a week position and as a result, there is some flexibility around the daily work schedule.
Essential Management Responsibilities
Primary Office-related Functions
- Greeting visitors; offering refreshments, hanging coats, etc.
- Ensuring Reception, Board and conference room areas are “client ready” at all times
- Ordering office supplies and maintaining inventory
- Shipping/Mailing. Printing stamps, sorting mail daily, going to post office with certified/registered mail, bringing mail/FedEx boxes to proper location in front of building
- Receiving UPS, FedEx, USPS deliveries and distributing as appropriate
- Is a point of contact with the building manager as well as to distribute facilities related information and to submit maintenance requests
- Updating and maintaining the Office Administrator Handbook as well as maintaining and distributing the DDJ Phone List and seating chart
Managing Kitchen and Food Services
- Stocking kitchen daily (with drinks, coffee, groceries & lite snacks). This could include lifting packages up to 20-pounds
- Ordering kitchen supplies and maintaining inventory
- Running/emptying dishwasher and keeping kitchen spaces clean
- Maintaining vendor relationships and to diligently manage all order costs
- Ordering, setting up and cleaning up food/beverages for all meetings in conference rooms
- Maintaining the all-firm lunch budget and the related weekly lunch order
Supporting Finance
- Lite-accounting duties that may include entering invoices into an accounts payable application
- Reconciling corporate card invoices for employees monthly in Concur
- Preparing and submitting expense reports for employees in Concur
Requirements
Education and Experience
- Bachelor’s degree (preferred)
- Corporate office experience (required). Prior experience in a finance-related field is preferred
- Has worked effectively -- collaboratively as part of team and independently
- Working knowledge of expense programs, accounting systems and/or related applications (preferred)
Competencies
- Demonstrated outstanding customer service orientation
- Excellent communication skills – oral and written
- Strong attention to detail and deadlines
- Team oriented
- Excellent organization skills including ability to anticipate what will be needed
- Proven capability to prioritize and multi-task
- Takes initiative, has proactive nature
- Is enthusiastic and has pleasant, professional demeanor
- Proficient in Microsoft Office 365 – Word, Excel, Outlook
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
DDJ is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, sex, sexual preference/orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, veteran status, or any other protected classification under applicable law. DDJ’s policy regarding equal employment opportunity applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary actions, termination, and social, educational and recreational programs.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.