Office Administrator

The Office Administrator is responsible for front desk responsibilities which include but are not limited to greeting visitors, coordinating onsite vendors, managing beverage inventory, coffee stations. The ideal person will possess sound judgment and decision-making skills along with a high degree of courtesy, tact, diplomacy, and discretion to manage work of a critical and sometimes confidential nature in a timely and professional manner. Duties performed require standard and advanced administrative skills. The ideal candidate must possess exceptional organizational skills, as well as the ability to manage multiple priorities and meet time sensitive demands. The Office Administrator must maintain confidence and trust, anticipate needs and take the initiative to handle a variety of assignments accurately, efficiently, and with limited direct supervision.

Office Administration

• Manage the front desk and standard office administration
• Manage the coffee stations, stocking, inventory, etc.
• Assist with Administering new hire, replacement, and visitor badges.
• Responsible for office seating charts and nameplates for all newly hired employees in the Monterey office.
• Responsible for updating managers and team members on seating assignment for newly hired employees in the Monterey office.
• Perform special or periodic projects and assignments at the manager’s request, such as conducting research or planning special events.
• Back-up to Sr. Executive Assistant on Summons and Subpoenas processing

• Greet and welcome visitors, issue visitor badges and ensure the security logbook is updated correctly with recorded in and leaving times.
• Connect visitors with the appropriate person at the office as visitors should not be unescorted.
• Maintain office security by following safety procedures and controlling access via the reception desk (ensure that the appropriate doors are not left open for unauthorized access)
• Answer, screen, and forward incoming phone calls
  • Maintain/Manage updates for phone procedures changes.
  • Check voicemail throughout the day and route messages accordingly.
• Ensure the reception area is tidy and presentable.
• Receive and distribute daily HR & Facilities mail/deliveries.

• Process all invoices for HR, Talent Acquisition & Facilities
  • Ensure accuracy of timely processing and information of details
  • Respond to all customer inquiries in a polite and timely manner.
  • Maintain log of Invoices received and processed.
• Responsible for completing Talent Manager and HR Manager monthly expense reports.
• Process Flower Arrangement requests. Manage and maintain pricing list for consistency of purchases and update quarterly.
• Maintain electronic greeting cards for team members for birthdays and work anniversaries.
• Responsible for managing facility requests for the Monterey office utilizing smart sheet and updating when requests are submitted and completed.
• Responsible for managing pool car requests for the Monterey office.
• Additional administrative and support responsibilities may be assigned to ensure full support of office and HR functions.

Training and Development

• • Collect, review and submit Rosters to ETP vendors for training California employees.
  • Assist with ordering courses, materials and exams for employees receiving designations from The Institutes and Kaplan.
  • Create and post information on upcoming training events, Community & SharePoint
  • Added support to HR department on projects, events and other administrative types of assistance.

Education and Experience:

• 2-4 yrs. administrative and office experience in a professional environment.
• Excellent verbal and written communication skills. Detail and deadline-oriented, multitasker, strong organizational skills.
• This position will report directly to the HR Manager, dotted to the AVP – Human Resources and general support to the Monterey location based on the above responsibilities and other requests as necessary.

Knowledge of:

• Word, Outlook, Microsoft Forms, One Note, PowerPoint, and Excel including graphs.
• Utilize video conference applications / platforms (Teams, GoTo Webinar)
• Standard office practices and procedures, including filing systems and business letter composition.
• Correct English usage including spelling, grammar, punctuation, and vocabulary.

Ability to:

• Greet and care for all visitors with professionalism and care.
• Solicit the cooperation and performance of tasks by various departments.
• Work closely with the technology department for department A/V needs both in-office and offsite meetings.
• Identify sensitive issues and use appropriate discretion in handling confidential issues.
• Organize work, set priorities, and meet critical deadlines with minimal supervision.
• Maintain the confidentiality of materials and use appropriate discretion in handling sensitive and confidential correspondence or information.