Company Name: Top utility company in SD

Position Title: Administrative Representative

Hybrid Schedule: Tues/Wed/Thurs Onsite | Mon/Fri Remote

Work Location: Kearny Mesa, San Diego, CA

Work Hours: 7:00am - 4pm Monday- Frieday

Must Have Skills:

• 1-3 years of Administrative experience in a corporate office setting
• Exceptional interpersonal and communication skills (friendly, outgoing, and approachable)
• Positive attitude and ability to provide exceptional customer service to internal stakeholders
• Proficient with Outlook:
• Professional email etiquette and strong writing skills
• Timely correspondence
• Calendar management and experience scheduling meetings for a large number of attendees (sending out calendar invites, reserving conference rooms, including Teams meeting link)
• Proactively takes initiative to support the needs of the department
• Strong sense of urgency, time management, and follow-up skills
• Experience documenting meeting minutes, requiring extreme detail orientation and note-taking skills
• Organization skills and ability to thoroughly document and track information
• Technical aptitude and ability to learn software applications used by the department (SharePoint experience preferred)
• Action-oriented and proactive problem-solving skills

Nice to Have Skills:

• Experience onboarding new employees and submitting access requests (multi-step intricate process) is highly desired
• Experience supporting a large team in an enterprise organization
• Experience utilizing SharePoint sites as an end user (uploading and storing documentation)

Position Description: The Administrative Representative will support an Engineering group and will be responsible for highly complex administrative duties that require extreme attention to detail, ability to work in a fast-paced environment, exceptional communication skills and ability to support a large number of team members, and follow-up skills to ensure deadlines are met.

Daily Responsibilities:

• Support multi-step onboarding requests for all resources aligned to the department, including Associates, Interns, New Hires, Contractors, etc.
• Gather information from the department regarding what access will be needed
• Submit initial access requests via online portal
• Submit additional access requests for various programs and applications, which each have different processes and requirements for submission
• Place computer orders
• Track and manage the status of onboarding requests, keeping the department informed through each step of the process
• Perform calendar management and schedule meetings accommodating large groups and multiple attendees’ schedules
• Coordinate catering for large group meetings
• Submit Purchase Requisitions in SAP
• Document deviation request and populate discussion within established Excel workbook
• Create time-sensitive Customer Outage Request Letters
• Support Vehicle Tracking, per Section need, which includes vehicle maintenance reports and calendar management
• Support Records Management per section matrices, as well as annual reviews
• Assist with large event planning and all logistics of planning a large-scale event off-site. This could include conference support and/or a team-building event
• Review employee expense reports
• Order office supplies
• Monthly orders of common office supplies and special orders (with supervisor approval exceeding a cost threshold)
• Order equipment from IT catalogue for internal staff or contractor, track and update assets (CAMS)
• IT equipment ordering and asset management
• Track and monitor the status of all tasks and provide client with timely updates on progress
• Supporting additional groups/teams as needed
• Other Tasks may be added to the Administrative Representative role