Office Administrator - Anaheim
In-office only. Remote/hybrid work schedule unavailable for this role.
Summary/Objective: This position encompasses the responsibilities of office administration, special projects, and clerical assignments. The successful Office Administrator possesses integrity, maturity, decision making ability, and the ability to multi-task. Sensitivity to confidentiality and diversity. Must be organized and detailed oriented. Additionally, this person sets an example by being punctual, maintaining a positive attitude, and is committed to helping others.
Essential Functions:
4-year degree preferred but not required.
Minimum 3 years’ experience in office management and/or human resource management.
Must be able to maintain high level of confidentiality.
Manage new hire requests, preplacement, paperwork, on-boarding and compliance.
General Office Administration including multiline phone skills.
Perform professionally under stressful working conditions and during emotional interactions.
Maintain professionalism when dealing with employees, outside vendors or the public as a positive representative.
Setting a good example for employees to follow as it relates to attendance, positive attitude and helping others.
Proficient using MS Office applications.
Excellent communication skills, both oral and written, with sensitivity to confidentiality and diversity.
Must be able to work during stressful work conditions.
Operates all office equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responsibilities/Duties:
Employment/New Hires
Performs requests for manpower from the union halls, tracks manpower requests to ensure that company pre-employment process is being followed.
Coordinates with Safety Manager for New Employee Orientations.
Completes all new hire paperwork and associated duties with new hire paperwork and maintains employee electronic files.
Assists Payroll Specialist with payroll preparation and distribution.
Oversees the MVR process and maintaining the unauthorized driver list.
Manages employee licenses and certifications.
Oversees employee badging requirements by project.
Orders business cards as needed.
Manages holiday memos and other employee communications.
Human Resources
Works with Business Operations on HR initiatives, processes, policies, issues, etc.
Prepares Birthday and Anniversary cards monthly to all employees for President signature and mails them at appropriate time.
Office Administration
Maintains and organizes storage closets; orders supply weekly. Maintains an accurate office supply inventory.
Places service calls on office equipment.
Manages and has a thorough working knowledge of all office equipment and administers maintenance contracts on covered equipment.
Oversees and pursues available corporate economic assistance/development programs that the company may qualify for.
Manages conference rooms use and requested items for meetings, such as, audio/visual, drinks, food, etc.
Coordinates and manages travel needs/requests, per company travel policy.
Administers security systems at all facilities, including granting access to employees, assigning alarm codes, and scheduling building access for gates and doors.
Organizes company special events.
Manages company promotional items from order to distribution.
Assists all departments with special projects as needed.
Other duties as assigned.
Competencies:
Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, spreadsheet maintenance, designing forms, and other office procedures and terminology.
Computers – Knowledge of computer software, including applications.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management – Knowledge of business and management principles involved in planning, resource allocation, leadership technique, and coordination of people and resources.
Communication – Effectively communicating as appropriate for the needs of the audience.
Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Monitoring – Monitoring/Assessing performance of yourself and others to make improvements or take corrective action as it relates to the position and duties.
Mathematics — Knowledge of mathematics to solve problems.
Accounting — Knowledge of accounting principles and practices and the analysis and reporting of financial data.
Software — Microsoft Outlook, Word and other software if job requires.
Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Time Management – Managing one’s own time and others as it relates to the position and duties.
Service Orientation – Actively looking for way to help people.
Coordination – Adjusting actions in relation to others’ actions.
Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
Public Safety and Security – Knowledge of relevant equipment, policies, procedures and strategies to promote effective local, state and company operations for the protection of people, data and property.
Decision Making and Problem Solving - Analyzing information and evaluating results to choose the best solution and solve problems.
Guiding, Directing and Motivating others - Providing guidance and direction to others, including setting performance standards and monitoring performance.
Education/Experience: Degree preferred but not required. 3-5 years related experience preferred.
We are unable to provide sponsorship for this position.