Job Title: Office Administrator
In-office only. Remote/hybrid work schedule unavailable for this role.
Summary/Objective: This position encompasses the responsibilities of office administration, special projects, and clerical assignments. The successful Office Administrator possesses integrity, maturity, decision making ability, and the ability to multi-task. Sensitivity to confidentiality and diversity. Must be organized and detailed oriented. Additionally, this person sets an example by being punctual, maintaining a positive attitude, and is committed to helping others.
Essential Functions:
- 4-year degree preferred but not required.
- Minimum 3 years’ experience in office management and/or human resource management.
- Must be able to maintain high level of confidentiality.
- Manage new hire requests, preplacement, paperwork, on-boarding and compliance.
- General Office Administration including multiline phone skills.
- Perform professionally under stressful working conditions and during emotional interactions.
- Maintain professionalism when dealing with employees, outside vendors or the public as a positive representative.
- Setting a good example for employees to follow as it relates to attendance, positive attitude and helping others.
- Proficient using MS Office applications.
- Excellent communication skills, both oral and written, with sensitivity to confidentiality and diversity.
- Must be able to work during stressful work conditions.
- Operates all office equipment.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responsibilities/Duties:
Employment/New Hires
- Performs requests for manpower from the union halls, tracks manpower requests to ensure that company pre-employment process is being followed.
- Coordinates with Safety Manager for New Employee Orientations.
- Completes all new hire paperwork and associated duties with new hire paperwork and maintains employee electronic files.
- Assists Payroll Specialist with payroll preparation and distribution.
- Oversees the MVR process and maintaining the unauthorized driver list.
- Manages employee licenses and certifications.
- Oversees employee badging requirements by project.
- Orders business cards as needed.
- Manages holiday memos and other employee communications.
Human Resources
- Works with Business Operations on HR initiatives, processes, policies, issues, etc.
- Prepares Birthday and Anniversary cards monthly to all employees for President signature and mails them at appropriate time.
Office Administration
- Maintains and organizes storage closets; orders supply weekly. Maintains an accurate office supply inventory.
- Places service calls on office equipment.
- Manages and has a thorough working knowledge of all office equipment and administers maintenance contracts on covered equipment.
- Oversees and pursues available corporate economic assistance/development programs that the company may qualify for.
- Manages conference rooms use and requested items for meetings, such as, audio/visual, drinks, food, etc.
- Coordinates and manages travel needs/requests, per company travel policy.
- Administers security systems at all facilities, including granting access to employees, assigning alarm codes, and scheduling building access for gates and doors.
- Organizes company special events.
- Manages company promotional items from order to distribution.
- Assists all departments with special projects as needed.
- Other duties as assigned.
Competencies:
- Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, spreadsheet maintenance, designing forms, and other office procedures and terminology.
- Computers – Knowledge of computer software, including applications.
- English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Administration and Management – Knowledge of business and management principles involved in planning, resource allocation, leadership technique, and coordination of people and resources.
- Communication – Effectively communicating as appropriate for the needs of the audience.
- Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
- Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Monitoring – Monitoring/Assessing performance of yourself and others to make improvements or take corrective action as it relates to the position and duties.
- Mathematics — Knowledge of mathematics to solve problems.
- Accounting — Knowledge of accounting principles and practices and the analysis and reporting of financial data.
- Software — Microsoft Outlook, Word and other software if job requires.
- Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
- Time Management – Managing one’s own time and others as it relates to the position and duties.
- Service Orientation – Actively looking for way to help people.
- Coordination – Adjusting actions in relation to others’ actions.
- Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Job Type: Full-time
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Accounting: 1 year (Required)
- Administrative experience: 3 years (Required)
- Office management: 3 years (Required)
Ability to Commute:
- Anaheim, CA 92807 (Required)
Ability to Relocate:
- Anaheim, CA 92807: Relocate before starting work (Required)
Work Location: In person