Office Administrator

A client of BMF, a leading waste management company, is searching for an Office Administrator. The Office Administrator must provide excellent, comprehensive administrative and operational support to company ownership, board members, clients, and consultants. This position is highly interactive with ownership and their families and, as such, the individual in this position, who must possess a high level of discretion and integrity, must be able to maintain strict confidentiality amongst ownership, their families and their advisors/consultants in order to ensure privacy.

The highly motivated, creative-thinking and independent candidate will be, among other things, responsible for (a) both general executive administrative tasks and support, as well as operational and project management activities, and (b) supporting key company initiatives by assisting in a project management or analyst role.

The Office Administrator will work in conjunction with the Co-Chairmen of the Board to proactively ensure protection and enhancement of the organization's needs, vision and goals, community relations, and the operation of the office, serving as the conduit between the company and its client companies.

Key Responsibilities:

• Provide high-level, confidential administrative and project management support to the Co-Chairmen and Board of Directors.

• Handle and safeguard sensitive and confidential information with discretion and independent judgment.

• Manage calendars, meetings, travel (business and personal), events, retreats, and meeting materials for the Co-Chairmen.

• Serve as a primary liaison with clients, vendors, advisors, consultants, and external accounting and law firms.

• Coordinate business services and maintain strong professional relationships while protecting confidentiality.

• Manage bookkeeping and administrative financial tasks, including invoicing, bill payment, payroll coordination, budgeting, banking, and record filings (QuickBooks experience preferred).

• Coordinate execution and management of corporate documents, reports, correspondence, and meeting materials.

• Assist with property management for client and affiliates (contracts, upkeep, utilities, taxes, and records).

• Support accounting and legal fee budgeting and coordinate timely invoicing and payments.

• Oversee records management, correspondence review, call screening, and mail distribution.

• Ensure executive and board areas are maintained in a professional condition.

• Provide general administrative support and perform additional duties as assigned.

• Position is primarily on-site; remote work is not accommodated.

Minimum Qualifications:

• Bachelor’s degree preferred; equivalent experience considered.

• 3–5+ years of experience in executive administration, office management, or direct support to senior leadership.

• Demonstrated ability to maintain strict confidentiality, discretion, and independent judgment.

• Strong organizational, planning, communication, and interpersonal skills.

• Self-motivated, detail-oriented, customer-focused, and capable of anticipating and resolving issues.

• Basic accounting knowledge preferred; willingness to assume additional responsibility.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook); comfort learning new technologies.

• Registered notary required (or ability to obtain after hire).

• Ability to work flexible hours, including early mornings, evenings, and occasional weekends.

• Ability to remain calm under pressure and adapt quickly in a fast-paced environment.

• Must meet physical requirements of the role; reasonable accommodations available to enable individuals with disabilities to safely perform the essential functions of the job.