Job Description

Job Title: Training & Office Administrator

Location: Amherst, NY

Job Summary

We are seeking a detail-oriented and proactive Training & Office Administrator to support our professional services team in Amherst, New York. This role ensures smooth day-to-day operations by providing logistical support for customer training sessions, internal meetings, and general office functions in a well-organized and timely manner. The ideal candidate will have at least two years of relevant experience and a strong educational foundation in business administration or a related field.

Key Responsibilities

Training Coordination

• Set up and manage training calendar events using Outlook shared calendars.
• Register customers for company training sessions and maintain accurate attendance records. This includes sending training and travel information, registering attendees and tracking receipt of payments.
• Request letters of invitation for out-of-country visitors and track receipt of non-disclosure visitor documents.
• Communicate with trainers and attendees to confirm schedules and provide necessary information.
• Arrange for snacks and catering of lunches for training sessions.

Office Administration

• Greet and assist visitors with signing in and distributing visitor badges in a professional and friendly manner.
• Coordinate meetings, reserving meeting space, and assisting with arrangements, as needed.
• Monitor and maintain office supplies, janitorial, and kitchen inventory; reorder as needed.
• Handle incoming and outgoing shipments, including packaging and tracking.
• Sort and distribute all incoming mail and packages.
• Answer incoming phone calls.

General Support

• Assist with internal communications related to training and office updates.
• Ensure a clean and organized office environment.
• Support other administrative tasks and projects, as assigned.

Qualifications

• Associate or Bachelor’s degree in Business Administration, Office Management, or similar.
• 2+ years of office or administrative experience.
• Proficiency in Microsoft Word and Excel; familiarity with other Microsoft Office tools.
• Experience using shared calendars in Microsoft Outlook or similar platforms to coordinate events and schedules.
• Consistent attention to detail with the ability to manage multiple tasks and deadlines simultaneously.
• Flexibility to adapt to changing situations.
• Experience coordinating events or training sessions, including scheduling, logistics, and follow-up.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Willingness to take initiative in improving processes and workflows.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee must frequently lift and/or move up to 5 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand; use hands to finger, handle, or feel and reach with hands and arms. [RD1]

WORKING ENVIRONMENT

This work takes place in an office environment.

[RD1] I’m not sure where this came from. Is this standard language for Toshiba?

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