Hybrid Office Administration Specialist at OneBridge Benefits

Who We Are:

OneBridge Benefits was founded in 2013 with the vision to create better technology to support account-based health plans. Fast forward to today and we continue to be in growth mode, as a premier healthtech company servicing over 250,000 participants with over 2 billion dollars in health accounts.

In becoming part of the OneBridge Benefits team, you would be joining a group of bright, driven, and creative individuals. We have built an environment that creates opportunities to be part of great teams while pursuing their individual passions. Each group's day-to-day responsibilities vary. However, you will find our team consistently values idea sharing, innovation, and tackling the challenges of achieving our mission.

Check out our careers page for more information on the Company and our Core Values: onebridgebenefits.com/careers/

Your Opportunity with Us:

The Office Administration Specialist is an essential role within our team, providing vital support across office facilities, operations, administration, and project coordination. This role has direct influence on the day-to-day pulse of our office and is a key touchpoint for all levels of staff, creating a welcoming, positive environment that leaves a lasting impression.

We’re looking for someone with a warm, hospitable approach who brings to each task a readiness to contribute with a "can-do" attitude. The ideal candidate takes pride in building a reputation of collaboration, approachability, and being driven to help, meeting each new assignment with enthusiasm and focus. A successful individual in this highly interactive position will need to exemplify our Company’s Core Values, grounded in collaboration, excellence, continuous learning, service, and agility.

In this exempt role, you will be entrusted with the autonomy to navigate complex challenges, make impactful decisions, and take full ownership of outcomes. You will be empowered to act with accountability to drive results and inspire trust and excellence across the organization through collaboration and demonstration of ability.

Our Core Values and You:

Lifelong Learning 

• Embracing curiosity and continuous improvement in all aspects of office operations.
• Willingness to learn and take on new tasks and projects as assigned.
• Resourceful team player who seeks to understand and inquires appropriately when information is needed.

Igniting Excellence 

• Delivering high-quality support and creating an environment that enables others to thrive.
• Diligent and conscientious about all work performed.
• Ability to equally work with others and independently on assignments with a solution-focused approach, exercising sound judgement, and demonstrating a strong sense of accountability and ownership.

Fostering Synergy 

• Flexible dependable team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent tasks and projects in a fast-paced environment.
• Energized by helping others and making daily operations run smoother for the greater good of the team.

Tetromino 

• Upholding integrity, adaptability, and purpose in every task.
• Understands the preferences, priorities, and work styles of others and aligns approaches and processes accordingly.

Service Beyond Today 

• Anticipating future needs and creating sustainable, thoughtful solutions.
• Superb written and verbal communication skills that are clear, timely, and align with the audience receiving while representing the company’s priorities and culture.

Scope of Work:

Facilities Management & Space Planning

• Oversee daily office operations and maintenance; Procure office-related equipment and supplies.
• Perform daily maintenance of office spaces, including tasks such as emptying the dishwasher, restocking supplies, and setting up conference rooms.
• Monitor high-traffic areas throughout the day to ensure all spaces are clean, welcoming, and ready for use at all times.
• Maintain organized storage and supply areas.
• Monitor and restock food, beverages, and kitchen supplies.
• Coordinate with building management and vendors for repairs, cleaning, and safety compliance.
• Plan and allocate office space and resources to support team needs and growth.

 Administrative Functions

• Manage calendars for Executive Leadership and share spaces including conference rooms, privacy room and training room.
• Timely mail-handling and package shipments, including incoming and outgoing mail and packages and distributing to the correct parties.
• Serve as point of contact for office-related inquiries and requests.
• Review and coordinate calendars for meetings, special events, company meetings and travel.
• Assist with travel arrangements including booking transportation and accommodations and conference registration.
• General bookkeeping and maintaining of accurate financial records ensuring compliance with established financial procedures, including sponsorships, procurement, and donations.
• Assist with basic technology functions to support meetings and events, such as video conferencing, AV equipment setup, and visual presentation with support as needed from Company’s IT Team.

Culture and Event Planning

• Create a consistent welcoming experience for employees, guests, clients, and vendors.
• Foster caring and supportive relationships across a broad range of individuals internally and externally including Executive Leadership and Investors.
• Provide office tours that are consistently welcoming, informative, and engaging.
• Proactive planning and logistics for internal meetings, team events, and company-wide gatherings.
• Active oversight of OneBridge Branded merchandise
• Create, edit and proofread communications that encompasses clear messaging, appeal to the audience, including using such tools as Canva to make visually engaging.

What Sets You Apart:

• High School Diploma/GED Required, associate degree or higher preferred.
• 5 + years’ minimum experience in office management, and/or administrative support.
• Tech-savvy including advanced Microsoft Office skills (Word, Excel, Outlook, PowerPoint), proficiency in Adobe Acrobat and virtual communication tools such as Teams, Google Meet, and/or zoom.
• Notary Public Certification, preferred
• Experience with SharePoint, preferred
• Experience with Canva or other multi-media tools, preferred
• Able to lift/carry up to 30 lbs. with or without assistance. Performing the duties of this role include regularly sitting, walking, standing, along with bending, twisting and lifting.

This is an in-office and visible role located in Downtown Buffalo. It may require some evening and weekend responsibilities.