Office/HR Administrator

This multi-purpose role at EEAI will oversee general office administrative activities of the Farmington Hills office, support all other EEAI offices in the United States to the extent possible, and ensure that the office environments function efficiently. In addition, this position will assist in select administrative needs of the H.R. department at EEAI.

The ideal candidate will have excellent interpersonal skills, love to work with and support those around them, finds enjoyment in maintaining an orderly work environment, demonstrates creativity and understands that work should be enjoyable. This role also requires complete confidentiality in all matters.

This position requires an interest in Human Resources.

Essential Job Functions:

• Ensure smooth functioning of the office and contribute to a pleasant office environment.
• Answer telephone, transfer calls, and take messages.
• Greet visitors, clients, suppliers, and applicants.
• Coordinate arrival matters and manage logistics schedules with internal and external guests/expatriates arriving both from domestic and international locations.
• Prepare meeting rooms for visitors ahead of meetings (and monitor status during meetings) by ensuring cleanliness and orderliness along with providing appropriate supplies such as water, coffee, tea, and snacks.
• Plan ahead and place orders for office lunches.
• Coordinate and plan small internal office events including office lunches.
• Sign for and distribute all packages and mail.
• Prepare correspondence, mailings, scanning, and monitor postage.
• Coordinate annual electronic Holiday Cards order and distribution to business partners of EEAI.
• Assist in various office bills and expenses and forward to EEAI’s finance department for payment.
• Post notices and coordinate employee birthday, work anniversary as per the direction of EEAI HR Department
• Manage and maintain all internal postings.
• Maintain public whiteboard office calendar and keep it up to date for those that will be in and out of the office.
• Track and replace all office supplies and stocked beverages utilizing various outside sources for cost awareness.
• Stock and maintain the office “Medicine” cabinet.
• Maintain main office phone directory for lobby and distribution.
• Business Card management and ordering for current employees and new hires.
• Supplement the office cleaning crew by maintaining the office in a clean, safe and orderly appearance.
• Act as main contact to Farmington Hills building manager (Minasian) for office repair and maintenance matters.
• Keep copy machine, water dispenser, coffee machine and other shared office tools in orderly operation.
• Work in conjunction with HR for new hire office set-up (desk supplies, calendars, etc.).
• Work in conjunction with the Marketing Specialist to provide all new hires with corporate gift.
• Provide as needed office support for other EEAI sites including San Jose, CA and Houston, TX, and home offices.
• Perform special projects and other miscellaneous duties as assigned by the manager and the H.R department (including “New Hires in the Spotlight”).
• Proactively and continuously, search for problems or efficiency improvements within the office, identify solutions, and bring ideas to management for consideration.
• Responsibility for the monthly reporting of copier counts.
• Assist the EKK “Morale” team in organizing office outings/activities.
• Work with the Human Resources Manager to learn about HR operations within EEAI.

Other & Miscellaneous:

• Seek constant improvement, more efficient and less expensive ways and means in work processes.
• Perform special projects and other miscellaneous duties as assigned by manager and other EEAI senior management.
• Maintain high ethical standards in the workplace.
• Maintain excellent and proactive communication with other managers, staff, and outside contacts.
• Comply with and understand all company policies and procedures.
• Previous experience or understanding of basic H.R rules/tasks is highly desirable.
• Assist H.R with I.T items as required for new hires and terminations, in addition to maintaining records of I.T items used in the office including monitors, keyboards/mouse.
• Help with shipments to Iron Mountain (offsite storage) as required.

Critical Job Dimensions (Knowledge, Skills & Abilities):

Ability to anticipate the needs of the office and employees and proactively address without the need for reminders.

Bias for action is a priority and is expected to act independently by fulfilling tasks independently.

Ability to plan and organize multiple projects and assignments simultaneously.

Accuracy in output and attention to details.

Work effectively and efficiently with minimal supervision.

Understand that details and accuracy in all external communications shapes the way an organization is perceived by outside constituents.

Ability to handle confidential matters with upmost sensitivity.

Trustworthy, high-level analysis and problem-solving skills.

Dependable and on-time attendance required.

Executive level communication skills: Oral, Reading, Writing

Excellent PowerPoint, Excel, and email writing skills are required.

Customer service mindset.

Strong ability to listen and understand instructions and put them into action.

Maintain vendor relations.

Strong desire to continually improve skillset.

An outgoing, bubbly, creative personality.

2 years of professional office administration tasks is required

Required Job Related Certificates/Licenses/Education:

A minimum of a High School diploma is required. College work is encouraged but not essential.

Work Environment & Physical Demand:

Work Environment: Work is performed in an office environment.

Lifting: Must be able to occasionally lift and/or move up to 10 pounds

Physical Sight: Able to read and analyze data in hard copy and on a computer screen; ability to measure or identify using eyesight.