GENERAL FUNCTION
The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.
MAJOR DUTIES AND RESPONSIBILITIES
Print Device
• Deliver paper for all office equipment
• First responder for print device issues and escalation to tech services if needed
• Ensure proper maintenance and usage of all equipment and supplies
Mail/Shipping & Receiving
• Process all outgoing pre-stamped personal US Government Client and business FedEx packages
• Verify, sign, deliver and record all incoming/outgoing Accountable Mail
• Sort and deliver incoming FedEx, DHL, UPS, Staples packages and all Postal Service mail
• Handle "rush" pick-up/delivery requests
• Maintain and provide specialized mailing forms Express, Registered, Certified and Insured
• Daily interaction and updates with vendors to ensure that procedures and work standards for the Mail Center operations are maintained
CONFERENCE CENTER SUPPORT
• Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
• Prepares coffee and set out snacks as needed
OFFICE & FOOD SUPPLY MANAGEMENT
• Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
• Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
• Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)
OFFICE SUPPORT SERVICES
• Assist with special projects as needed employee desk moves
• Create and maintain office phone list and desk assignments
• Track “Customer” personnel moves
• Preparing business correspondence, agendas, and presentations, using Microsoft Office
• Scheduling, coordinating and catering ordering for meetings, events and other similar activities
GENERAL / COMMUNICATION
• Identify, evaluate, research, and recommend solutions to office services related issues
• Coordinating between departments and operating units in resolving day-to-day administrative issues
• Assisting with administrative management, directory maintenance, logistics, equipment and storage
• Actively participate in Emergency Fire Warden Safety program for campus locations
• Base location is Front Desk as receptionist
BASIC QUALIFICATIONS
Bachelor’s Degree from accredited institution
- years of administrative experience
Exceptional customer service skills
Excellent interpersonal and communication skills (written and verbal)
Ability to handle multiple tasks, projects with competing priorities and tight deadlines
Strong organizational skills and attention to detail
Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
Must be a team player
Proficient in Microsoft Office (Word, Powerpoint, Excel)
Tech Savvy
Must be able to lift pounds
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
Office/Administration - Executive/Administrative Assistant • Foothill Ranch, CA
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