What are the responsibilities and job description for the Office Administrator position at EmploYou, LLC?

The Office Administrator will oversee administrative tasks and office operations, ensuring the office runs smoothly on a daily basis. The position is responsible for managing payments, processing invoices and reconciling accounts in accordance with established policies, ensuring accuracy of entries and timeliness. The Office Administrator will also be responsible for scheduling meetings, coordinating appointments, ordering office supplies, greeting visitors and providing general administrative support to the team. The ideal candidate will be highly organized, adaptable and possess excellent communication skills. This is a full-time position with opportunities for growth as the organization expands.

Minimum Qualifications

Minimum 7 years of professional experience in a relevant field.
Highly proficient in using online applications and computer software including but not limited to Zoom, Microsoft Office (Word, PowerPoint, Excel) and Google Workspace (Gmail, Contacts, Calendar, Drive, Docs, Sheets, Slides, Forms).
Familiar with project management tools such as Asana or able to quickly learn new software.
Proficient in Microsoft Excel for budgeting, organizing data, sorting columns, performing basic mathematical functions and creating pivot tables.
Excellent written and verbal communication skills in English.
Valid Texas Driver’s License with acceptable Motor Vehicle Record (MVR) and background check is required.

Preferred Qualifications

Background in non-profit management or similar experience.

Master’s degree in business, human resources, non-profit management or public administration. Other majors will be considered.

Written and verbal fluency in Spanish.

Training in anti-racism, justice, equity, diversity, inclusion and accessibility (JEDIA).

Familiarity with principles of non-violent communication.

Typical Duties

Serve as the main contact between the organization and administrative service providers such as HR, IT, bookkeepers, insurance providers, benefits vendors and trainers.

Oversee processes for Requests for Proposals (RFPs) as well as recruitment and interviewing for new administrative service providers.

Lead the development and standardization of organizational policies and processes with the help of HR consultants and collaboration with staff.

Seek staff feedback and implement an adaptive management approach for ongoing improvements to processes and policies.

Research best practices and introduce new, transformative organizational methods particularly in support of the organization's social justice goals.

Assist with managing and correcting timesheets and paid leave requests using software (e.g., Gusto) or external forms.

Work closely with team members to meet administrative needs across the organization.

Act as a neutral, empathetic sounding board for staff concerns, feedback and complaints, helping find solutions or escalating issues as needed.

Assist with recruitment, interviewing and hiring processes, as required.

Manage and improve employee onboarding, training and exit workflows.

Plan, schedule and facilitate training sessions and in-person retreats for staff, board members and departments.

Oversee the development and execution of annual staff performance evaluations and help create quarterly goals for the upcoming year.

Coach staff on using essential software tools for remote business functions such as Gusto, Asana, Google Workspace and EveryAction.

Manage routine financial oversight tasks including paying the company credit card, verifying receipts, reviewing reimbursement requests, verifying payroll, tracking contract payments and updating budget-to-actual reports for specific campaigns with external bookkeepers.

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day-to-day. The candidate selected for employment will be required to submit to a criminal background check, education verification and drug test.

Interested candidates should submit their resume, with salary requirements, via our career portal on our website at www.seekinghr.com or contact us directly at (210) 679-4879 with any questions.

Equal Employment Opportunity Employer M / F / D /

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