16 Office Administrator Jobs in San Diego, CA
Optima Office is Hiring an Office Administrator Near San Diego, CA
Want to work for a Company that puts you first?! At Optima Office our people are the most important asset. Optima Office was voted fastest growing company by the San Diego Business Journal and inc 5000, as well as a BEST PLACE TO WORK by multiple publications since 2020!! Let us show you why!
Optima Office is a female owned company that provides Outsourced Accounting, Fractional CFO and COO services along with Human Resources Support. We serve over 300 companies across the United States but are mostly focused on the West Coast. We are a fast-growing company who continues to add clients and team members at a steady pace. In 2022 we were the 10th fastest growing company in San Diego.
Our Vision as a company is to have the highest retention with our clients and employees in the industry. Happy Staff = Happy Clients has been our founder’s motto for a decade. Half of the company’s profits get paid out as bonuses to the team and for fun company events.
We have a huge emphasis on work-life balance and provide a flexible environment which allows our team to choose their own schedule. Over half of our 100 employees are working parents who value flexibility and family time.
General Office Maintenance and Duties:
Ø Assist office manager with any service requests needed for our office. Requests go to property management @ the Omninet Angus PORTAL
Ø Keep the office and kitchen tidy and stocked daily.
Ø Keep kitchen supplies fully stocked daily: Coffee, creamer, coffee cups, paper plates, napkins, paper towels, and any other items used regularly.
Ø Shop for office snacks
Ø Clean, set up, and break down conference rooms before and after scheduled meetings, check the company calendar, or ask the office manager for scheduled meetings. Prep supplies needed for rooms when lunch meetings are being held, I.E., water, drinks, food, utensils, plates, notepads, pens, coasters, etc....
Ø Answer all incoming calls into the office.
Ø Assist office manager with greeting all individuals attending interviews and meetings.
Ø Mail any letters or packages co-workers may have.
Ø Take out any necessary items to the trash at the end of the day. (I.E., boxes from shipments)
Ø Decorate and un decorate office, when necessary, with Holiday items stored in kitchen closet. Keep organized.
Ø Monthly Birthday cards to send out as well as announcement email to ALL STAFF
Ø Help schedule the Conference Rooms
Ø Assist with scheduling all Company events
Ø Assist in setting up all technology required for the Zoom meetings if needed for Staff Meetings.
Ø Assist in ordering lunch for Staff meetings
Ø Take notes during the quarterly staff meetings and send them out to ALL staff
Ø Order office supplies and keep on hand.
Ø Ensure copier is maintained
Ø Budget meeting with CEO regarding general office expenses.
Ø Keep track of SWAG inventory. Update spreadsheet with stock numbers, vendor contact and new items. Order SWAG from vendors. (Custom Logos, Alpha Graphics, Cross Media etc.)
Ø Onboarding Days: make sure conference room is set up. Prep SWAG bag for each new staff member. Present Optima apparel and let them pick sizes. Record who gets what. Order business cards for new hires who require them. (Alpha Graphics)
Ø Clients: Holiday cards and gift ordering
Marketing and Business Development Duties
- Data entry into HubSpot
- data entry and maintenance
- customers newsletter
- internal newsletter
- resources emails
- invitations
- other emails as needed
- Eventbrite management
- [CP1]
- CFO/controller’s website updates
- Brochure’s update(s) as needed
- Assist with physical mailers and/or thank you notes
- Distribution of engagement letters to prospective clients and coordination of their execution
Operations Support Duties:
Ø Assist with new hire technology package setup.
o Prepare New Hire Account setup form, send to Natural Networks
o With assistance of Director, select computer and peripherals to be assigned to new staff.
o Prepare the asset sign-out sheet, file when complete.
Ø Assist with Teams maintenance
o Prepare new Team with client lead as team owner for each new engagement
o Insert the engagement startup docs into each new team
Ø Assist with upkeep of databases
o Modify names to match BigTime Data in the Skillset Database
o Send the weekly manager feedback emails via the template.
Ø Liase with IT support for any hands-on needs in office (booting up computers, light troubleshooting)
Ø Support Director in admin of staff-facing software assignments (i.e. Adobe, QuickBooks Online user admin, Bill.com, Remote Server (in conjunction with Natural Networks)
Ø Prepare and send to staff Typeform surveys as required.
Ø Ad Hoc projects
Requirements:- Min of 2 years' experience as an Administrative Assistant, Office Assistant, or related.
- BA a plus, but not required
- Proficiency with MS Office and Marketing software
- Excellent customer service skills
- Self starter attitude
- Excellent organizational and time management skills
Job Summary
Full Time
Business Services
$84k-111k (estimate)
05/01/2023
07/07/2024
optimaoffice.com
SAN DIEGO, CA
50 - 100
2012
ANTHONY KASAWDISH
<$5M
Business Services
Related Companies
The job skills required for Office Administrator include Accounting, Initiative, Microsoft Office, etc. Having related job skills and expertise will give you an advantage when applying to be an Office Administrator. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Office Administrator. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Office Administrator positions, which can be used as a reference in future career path planning. As an Office Administrator, it can be promoted into senior positions as an Administrative Director that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Office Administrator. You can explore the career advancement for an Office Administrator below and select your interested title to get hiring information.
If you are interested in becoming an Office Administrator, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become an Office Administrator for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Office Administrator job description and responsibilities
The office administrator will work closely with staff to provide administrative support and delegate tasks to members of the administrative team to facilitate efficient workflow.
01/16/2022: Santa Cruz, CA
Office administrators are responsible for administrative and organizational tasks, and they make sure that employees remain focused on assigned tasks.
02/16/2022: La Crosse, WI
Office Administrator ensures general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning.
01/18/2022: Portland, ME
The Office Administrator is ensuring the security of office records/classified materials, equipment and office machines.
01/09/2022: Twin Falls, ID
The Office Administrator prepare, format and quality check documents such as reports, spreadsheets, fee proposal letters, memos, minutes, etc., using Microsoft Office applications.
02/20/2022: Provo, UT
Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Office Administrator jobs
Office Administrator must possess adaptability to work under pressure.
12/28/2021: York, PA
Must be proficient with technology (Google Drive, MS Office, etc.).
02/26/2022: Newport News, VA
To become a Office Administrator he/she must have the ability to use a desktop computer and office suite software packages.
12/15/2021: Canton, OH
Proven experience as an office administrator, office assistant or relevant role.
01/20/2022: Charleston, WV
Excellent knowledge of MS Office and office management software (ERP etc.).
02/20/2022: Huntington, WV
Step 3: View the best colleges and universities for Office Administrator.
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