Corporate Administrative Assistant

Company Overview:

Based in Irvine, CA, USA, Phillips has been dedicated to designing, manufacturing, and distributing high-quality solutions to the commercial truck and trailer industry for nearly a century. Phillips has manufacturing and distribution facilities throughout North America, Asia Pacific, and Europe. Its manufacturing facilities have earned top-quality accreditations, and have received multiple prestigious customer awards. Phillips stands as a beacon of excellence, delivering reliable products that keep the world moving forward on the road.

Phillips Asia Pacific, Phillips de Mexico, , and Phillips Motorsports are business units under the Phillips Family umbrella. Together, they provide comprehensive solutions that meet the evolving needs of commercial vehicle operators, with a focus on safety, security, cost reduction, and asset utilization. Phillips continues to set industry standards through its unwavering commitment to research, development, innovation, and customer-centric collaboration. For more information, please visit our website: .

Position Overview:

The Corporate Administrative Assistant provides comprehensive support to various departments, ensuring smooth office operations and effective communication. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

Administrative Support & Communication

• Answer, screen, and direct incoming phone calls; take messages, schedule appointments, and route calls to Customer Service based on customer needs and state regulations.
• Provide administrative support to the Human Resources department.
• Manage internal and external communications, including troubleshooting phone system issues and researching new service options.
• Maintain and manage the company’s Zoom platform, including account creation, deactivation, seating arrangements, and monthly call reporting.
• Assist in managing the facility’s phone program and handling any necessary troubleshooting.

Office & Equipment Management

• Purchase, lease, and maintain office equipment, ensuring optimal functionality.
• Serve as the office expert on operating machinery such as postage and Quadient machines.
• Order and restock kitchen supplies, manage food deliveries from Altafood, and oversee office supply inventory.
• Process and review all provider invoices, forwarding them to Accounts Payable for payment.

Contract & Database Management

• Maintain a comprehensive database of all customer, internal, and external contracts for both Industries & PCT.
• Track and update patents and trademarks, ensuring all files remain current.

Travel & Expense Coordination

• Create and manage Concur profiles, providing training and assistance to employees.
• Assist with travel bookings, cancellations, approvals, and modifications through Concur.

Technology & Systems Support

• Manage and maintain Canada phone invoices for both landlines and cell phones.
• Oversee company cell phone accounts with Verizon and AT&T, including ordering devices, processing upgrades, managing cancellations, and handling proper disposal.
• Maintain the master company cell phone list, ensuring accurate and up-to-date records.
• Provide support for routine database maintenance, troubleshooting system issues as needed.

Procurement & Shipping

• Enter and process purchase orders for R&D and manage OPTech orders in Epicor.
• Process Epicor purchasing tasks, including order entry, vendor setup, and order closures.
• Ship and track company packages via FedEx and USPS.

Security & Access Control

• Issue and deactivated company badges, maintaining an up-to-date badge log.

Additional Responsibilities

• Perform other duties as assigned by the manager to support corporate operations.

Qualifications & Skills:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle confidential information with discretion.
• Previous experience in reception, office administration, or customer service is preferred.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. In addition, the role will meet and discuss activities with employees in a light manufacturing environment that, at a minimum will require safety glasses. Please note that the facility contains chemicals known to the State of California to cause cancer, birth defects or other reproductive harm.

Job Type: Full-time

Pay: From $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Have you managed office equipment and supplies, including ordering and troubleshooting?
• Are you comfortable handling phone calls, scheduling appointments, and directing inquiries?
• Have you used Concur for travel booking and expense management?

Experience:

• Microsoft Office Suite (Word, Excel, Outlook): 1 year (Required)
• administrative or office support: 2 years (Required)

Ability to Commute:

• Irvine, CA 92617 (Required)

Work Location: Hybrid remote in Irvine, CA 92617

Salary : $24