What are the responsibilities and job description for the Office Administrator position at Adapdix Corporation?
JOB DESCRIPTION:
Office, Marketing and Sales, and Human Resource Administration position for a high-growth, venture-backed software company. The Company is based in San Diego, with team members throughout the US, the UK and India. Adapdix provides customer software solution to large industrial and network customers, requiring targeted marketing approach with a concentrated number of customer interactions and transactions.
The ideal candidate will be a highly-organized and adaptable professional. Reporting to the CEO and CFO, this position provides a strong opportunity to work across a growing company. The ideal candidate will bring general administrative experience across a wide range of Company departments and functionsto drive operational efficiency and organization. Strong written and computer skills are required.
Office and Corporate Administration
○ Act as primary receptions for general incoming phone and email
○ Administer the company’s DocuSign account, and ensure all needed legal documents are signed (and saved in corporate records appropriately)
○ Implement companywide document management processes to ensure organized and easily accessible digital records including corporate and operational records., and other files related to the company’s administration and operations (digital)
○ Support the preparation of board materials
○ Coordinate trade show and other marketin activities, as needed
IT Management
○ Administration of the company’s many SaaS accounts, including at a minimum:
○ Usage tracking
○ Cost comparison to budget
○ Forecasting and management of contract renewals
○ User access management
○ Frequent utilization reporting to management
○ Inventory and reporting on Company owned equipment and replacement as required for employee productivity and business continuity
Human Resource Administration
○ Support the HR administration for the company, utilizing Gusto / Remote for employee/contractor administration
○ Ensure efficient communication and coordination of team calendars
○ Support filings with relevant payroll tax authorities
Procurement and Vendor Management
○ Coordinate PO process, ensuring approval of all expenditures by required parties
○ Onboard new vendors and organize vendor documentation
○ Coordinate review and approval for all vendor invoices prior to payment
Accounting Support
○ Prepare (for some employees) and process employee expense reports using Expensify for compliance with company policy and government allowability guidelines.
○ Support state and local sales tax and other filings, as needed
○ Support AP and AR processes, as needed
○ Prepare customer invoices, as needed
QUALIFICATIONS:
○ Bachelor’s Degree or Associates Degree in Accounting or Business, or 3 years equivalent experience
○ Previous experience in office management, marketing, sales support, human resources or other accounting duties
○ Experience with Google Workspace tools
○ Multi-tasking and time-management skills, with the ability to prioritize and manage assignments from multiple team members.
○ CRM, Expensify, Gusto, Quickbooks and similar experience preferred
○ B2B SaaS experience is a plus
Job Types: Full-time, Part-time
Pay: $30.00 per hour
Expected hours: 15 – 25 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Location:
- California (Required)
Work Location: Remote