Administrative Lead

Qualifications: Two years of experience in an administrative or office role with increased responsibility, preferably in a nonprofit or community-based organization. Strong organizational, communication, and problem-solving skills. Ability to manage multiple tasks simultaneously and prioritize effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software. Excellent interpersonal skills and the ability to work collaboratively with a diverse team. Strong attention to detail and ability to handle confidential information with discretion.

Physical Requirements: This position works in a typical office setting but may be exposed to extreme temperatures in a warehouse setting. There may be extended periods of sitting, standing and/or bending, listening, talking and/or visual concentration, writing and/or computer use. This position would normally have routine opportunities for the employee to be able to alter their physical position or change eye focus. Occasional lifting, moving, and delivering boxes required; lifting should not normally exceed 30 pounds.

Position Summary: The Administrative Lead will play a key role in creating a professional and welcoming environment for staff, guests, and volunteers at the Orange County Distribution Center. In partnership with the Manager of Administrative Services, the Administrative Lead will provide comprehensive administrative support, ensuring the smooth and efficient operation of the organization's day-to-day activities. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks across various departments and functions.

Duties and Responsibilities:

• Staff Support:
• Support onboarding and offboarding processes for new employees in collaboration with the Office of PeopleCulture Department and the IT team.
• Cross-Functional Leadership Support:
• Provide administrative and logistical support for special projects, including food bank events, community outreach initiatives, and other special functions.
• Assist with event scheduling, coordination, and execution as needed
• Oversee record-keeping systems and ensure compliance with organizational standards.
• Financial Oversight:
• Manage company credit card usage and purchase order processes, in partnership with the Administrative Coordinator, ensuring proper documentation and adherence to budgetary guidelines.
• ReceptionAdministrative Coverage:
• Provide back-up reception duties and administrative support to the team, as needed.
• Oversee office supply inventory and ensure timely purchasing within budget constraints.
• Guest RelationsTours:
• Serve as a host for guests, conducting tours of the Food Bank facility and ensuring a positive visitor experience and proper inbound and outbound guest reporting for building safety
• Procedure DevelopmentEfficiency:
• Develop and implement administrative procedures to increase operational efficiency, particularly in the new building.
• Office Activity Coordination:
• Organize and supervise office activities in partnership with the Administrative Team and OPC, ensuring smooth operations and effective collaboration across departments.
• Manage daily mail, ensuring mail machine is operational and mail is picked up daily.
• FacilitiesOffice Management
• Ensure cleanliness, upkeep, and professional appearance of common areas and shared spaces
• Manage flexible workspaces in our Orange County facility.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. The statements are not intended to be an exhaustive list of all duties, responsibilities, and skills required of an employee performing this job.

This position is eligible for a work from home option. Flexible work arrangements must be approved in advance by the employee's supervisor.