Office Administrator

Summary of Position: 

The Office Administrator will be the administrative point of contact for all office coordination and will be responsible for fostering company culture. You will report directly to the Director and be responsible for coordinating front office activities, managing administrative, organizational and logistical needs. 

The Office Administrator is a self-driven candidate who is tech-savvy, has the ability to manage projects and provide efficient customer service in a fast-paced, diverse environment. The Office Administrator must possess a professional can do attitude, be proactive, energetic, and an excellent communicator; be extremely organized, a team player and be willing to go above and beyond to ensure that tasks are completed flawlessly in a timely manner and be able to adapt and enjoy working in a continuously changing and growing environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage the front office: POC (point of contact) answering phones, call routing, and guiding staff and customers pursuant to our company guidelines 
• Check in and register all guests and vendors per security guidelines, 
• Receiving packages, sorting mail, deliveries  
• Provide full administrative support to the Department Director and Senior Executives
• Travel arrangements as needed  
• Maintain department budget and prepare expense reports as needed  
• Be responsible for the day-to-day operations and administration of the Front Offices between all office locations.
• Manage, maintain and organize daily office operations
• Plan and manage company events and special projects
• Manage and coordinate conference room usage along with equipment and catering needs.
• Manage inventory of office and facility supplies and maintain supply closets
• Maintain tidiness of conference rooms, kitchen, and common areas.
• Coordinate Facility Maintenance 
• Plan events to promote team bonding and team building, offsite meetings, conferences, and more.
• Assist with proposal coordination and production.

• Handle and maintain highly confidential and sensitive information
• Assist with the on-boarding process for new employees, such as drafting appropriate documents, creating email access, and coordination of equipment and supplies.
• Take high-level, potentially vague assignments and fill in the blanks, with little to no direction.
• Build and maintain great relationships with staff at all levels.
• Generate, handle, and maintain confidential and non-routine information and files appropriately.
• Acts as safety program lead for California location and support corporate safety initiatives.
• Ability to generate communications fliers and graphics and company branded documents for events desired.
• Other Duties as Assigned

 REQUIREMENTS

Education:

• Bachelor's (Preferred) consideration for equivalent stellar work history in lieu of degree 
• High School Diploma (Required)

Skills:

• 4+ years of experience in office management or executive assistant role
• Advanced skills in Microsoft Office, Adobe, and other common office equipment and tools
• Excellent written and verbal communication skills, and professional demeanor
• Ability to communicate effectively
• Excellent organization skills
• Ability to juggle multiple tasks with acute attention to detail in a fast-paced, time sensitive environment
• Ability to anticipate change and react efficiently and independently; comfortable with ambiguity
• Discretion and integrity in handling confidential materials and issues
• Excels under pressure, maintaining a calm demeanor
• Ability to work well independently, and with a team
• Ability to take initiative to make confident decisions independently and quickly when needed
• A passion for learning new things, continuous improvement and sharing best practices
• Exceptional work ethic, discreet and trustworthy
• Determined, self-motivated and eager to take on new challenges

Desired Characteristics:

• Reliable, punctual, excellent attendance, and be available and visible to our staff and clients
• Detailed and results oriented
• Cross-functional team player and networker; highly collaborative
• Experience with diverse work cultures
• Contagious positive passion for excellence
• Self-awareness of personal strengths and limitations
• Ability to apply creative and improvisational thinking
• Genuine character and superior interpersonal skills
• Down to earth, work hard play hard