Administrative Specialist, Office Manager

DSV - Global transport and logistics
In 1976, ten independent hauliers joined forces and founded DSV in Denmark. Since then, DSV has evolved to become the world's 3rd largest supplier of global solutions within transport and logistics. Today, we add value to our customers' entire supply chain by transporting, storing, packaging, re-packaging, processing and clearing all types of goods. We work every day from our many offices in more than 80 countries to ensure a steady supply of goods to production lines, outlets, stores and consumers all over the world. Our reach is global yet our presence is local and close to our customers.  Read more at www.dsv.com 

Location: USA - Erlanger, 4243 Olympic Blvd 

Division: Air & Sea 
Job Posting Title: Administrative Specialist, Office Manager 
Time Type: Full Time

Summary

As the Office Manager at DSV, you will oversee the administrative and operational functions of the office, ensuring smooth day-to-day operations and providing support to staff members. Your role involves managing administrative tasks, coordinating office activities, and fostering a positive work environment.

Duties and Responsibilities

• Oversee day-to-day office activities as main point of contact in reception area, and keep management informed.
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; mailing and shipping packages; and updating contacts database and employee lists.
• Managing keycards, badges, and Envoy system for visitors.
• Maintaining training records, CW1 license records, assist with employee termination.
• Assist with managing phone extensions by ensuring the reception has an accurate list of user extensions.
• Maintaining the office condition & order in storage rooms, arranging necessary repairs.
• Monitoring office supplies and ordering new stationery, supplies, furniture, appliances and electronics as required.
• Liaise with facility management vendors, including cleaning, catering and security services.
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
• Provide general support to visitors.
• Assist in the onboarding process for new hires and trainees, including mobile phones.
• Plan in-house or off-site activities, like parties, celebrations and conferences.
• Partner with HR to update and maintain office policies as necessary.
• General IT support to guide employees to the correct resource and process.
• Wellness ambassador for the Branch.
• Facilities security coordinator.
• Assist with Universal Waste and eWaste removal from the office. Dispose of old IT equipment and other related electrical equipment.
• Assist with branch participation with the Business Continuity Plan (BCP).
• QHSE program responsible if no other employee in the branch has been assigned.

Educational background / Work experience

• Bachelor's degree in business administration, office management, or a related field is preferred.
• Minimum of 3-5 years of experience in office management or administrative roles, with demonstrated leadership and organizational skills.

Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in office software applications, including Microsoft Office (Word, Excel, Outlook).
• Attention to detail and problem-solving skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Function / Market & Industry Knowledge / Business Acumen / Processes

Supervisory Responsibilities (if any)

• Directly supervise administrative staff and oversee their daily activities, providing guidance, training, and performance feedback as needed.

Preferred Qualifications

• Certification in office management or administrative support (e.g., Certified Administrative Professional).
• Experience with office management software or systems (e.g., Microsoft SharePoint, G Suite).
• Knowledge of basic accounting principles for budget management.

Language skills

• Fluent in English (oral and written)

Computer Literacy

• Proficient in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software for scheduling, document management, and communication.

Apply now