JOB BRIEF

The candidate will play a key part in maintaining office efficiency, providing administrative support, and ensuring a welcoming environment for visitors and colleagues. A proactive problem-solver with excellent communication and organizational skills.

ROLE OBJECTIVE

The office administrator role will include the core responsibilities typically associated with an Administrative Assistant position but with a higher level of expertise. This role will also require the candidate to have demonstrated excellent written and verbal communication skills as well as the ability to be detail-oriented. The candidate may also need to mentor office assistants and interns when the situation arises.

KEY RESPONSIBILITIES include the following. Other duties may be assigned.

• Welcoming and assisting office visitors, preparing conference rooms, order catering when requested.
• Handling incoming, calls and directing to the appropriate personnel.
• Receive, sort, distribute incoming mail and check faxes.
• Overseeing office maintenance, repairs, fixed assets, annual fire safety requirements and ensuring a safe and efficient work environment.
• Ordering, stocking, and maintaining office and janitorial supplies and equipment.
• Manage, maintain and communicate with company’s landscapers and janitors.
• Oversee and manage conference rooms’ bookings to ensure no scheduling conflicts.
• Schedule and coordinate building maintenance and repairs with Maintenance Technician.
• Inputting and managing data in databases and spreadsheets.
• Review receipts for expense reimbursement each pay period through KissFlow.
• Overseeing day-to day office operations to ensure everything runs smoothly.
• Organize and coordinate company events, meetings and conferences.
• Performing any special projects requested by direct supervisors.
• Must adhere to Quality Management System and security operating procedures.

QUALIFICATIONS, SKILLS AND PREFERRED ATTRIBUTES:

• Associate Degree and/or 3-5 years related experience and/or training.
• Detail-oriented, professional and have excellent verbal/written communication skills with strong organizational and time management skills.
• Working knowledge in Microsoft Office Suite programs.
• Ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Professional and friendly demeanor, work well with all levels of the organization.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of fixed asset and business travel arrangement are a plus.
• Bilingual Chinese or Spanish is a plus.

BENEFITS:

• Medical Insurance
• Dental Insurance
• Vision Insurance 
• 401 (k) & Employer Matching 
• Company Paid Group Life Insurance
• Paid Time Off
• Paid Federal Holidays

Position is In-Office