Office Administrator
San Jose, CA
Full Time
Entry Level
Role
The Office Administrator supports the Bay Area sales team by ensuring smooth day-to-day office operations while also contributing to a positive and productive work environment. This role requires a diligent and highly organized professional capable of handling a wide range of administrative and office support tasks, as well as supporting employee relations, performance management, and team building. The ideal candidate demonstrates strong attention to detail, discretion, and the ability to adapt to new and more efficient ways of working.
Major Job Responsibilities
Mail & Package Handling:
• Manage incoming and outgoing mail and packages, ensuring timely and accurate delivery.
Meeting & Event Support:
• Provide administrative support for meetings and events, including organizing materials, setting up conference rooms, arranging audio-visual needs, security, catering, and event planning.
Purchasing & Payment Requests:
• Track and monitor purchases, from the initial order through to delivery and ensure that purchases are within budget.
• Submit purchase and payment requests using the company’s approval workflow system.
Office Supplies & Orders:
• Order and maintain office supplies within budget, ensuring the office is stocked appropriately.
Facility & Building Liaison:
• Monitor the cleaning service by conducting daily building walkthroughs. Act as a liaison with the building lease management for facility services. Ensure services are within budget.
Employee Support:
• As part of the HR team, participate in onboarding new employees to ensure a positive first impression and smooth transition.
• Bridge management and employee relations by addressing demands, grievances, or other issues.
• Support the recruitment process, scheduling interviews, and onboarding processes
• Nurture a positive working environment with company cultural values.
• Ensure compliance with legal requirements and company policies by proactively supporting and advising staff on HR policies, practices, and procedures.
Travel & Event Coordination:
• Coordinate travel and special events when needed, including booking flights, arranging accommodations, and completing expense reports.
General Administrative Tasks:
• Perform general administrative tasks such as preparing and editing correspondence, presentations, filing, photocopying, coordinating conference calls, and preparing expense reports.
• Maintain accurate and up-to-date digital and paper files, ensuring they are accessible to authorized staff as needed.
Other Duties:
• Perform other administrative duties as assigned to support management and office operations.
Qualification Requirements
Education:
• Associate degree with 2 years of experience in office administration, or an equivalent combination of education and experience.
Work Experience:
• Proven experience in a fast-paced administrative environment, managing multiple tasks with attention to detail and accuracy.
Knowledge/ Skills:
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with approval workflow software and/or purchasing software applications.
• Strong organizational, time management, and multitasking abilities.
• Excellent verbal and written communication skills with the ability to interact effectively with a diverse population inside and outside the organization.
• Ability to work independently with minimal supervision as well as part of a team.
Core Competencies
• Communication: Effectively communicate both verbally and in writing to a diverse audience.
• Organization & Time Management: Ability to prioritize and manage multiple tasks with frequent interruptions while meeting deadlines.
• Independence & Teamwork: Work efficiently both independently and collaboratively within a team.
Other
• Employment is contingent upon satisfactory references and background check.
• Must have reliable transportation.
• Ability to lift up to 30 pounds.
The Office Administrator supports the Bay Area sales team by ensuring smooth day-to-day office operations while also contributing to a positive and productive work environment. This role requires a diligent and highly organized professional capable of handling a wide range of administrative and office support tasks, as well as supporting employee relations, performance management, and team building. The ideal candidate demonstrates strong attention to detail, discretion, and the ability to adapt to new and more efficient ways of working.
Major Job Responsibilities
Mail & Package Handling:
• Manage incoming and outgoing mail and packages, ensuring timely and accurate delivery.
Meeting & Event Support:
• Provide administrative support for meetings and events, including organizing materials, setting up conference rooms, arranging audio-visual needs, security, catering, and event planning.
Purchasing & Payment Requests:
• Track and monitor purchases, from the initial order through to delivery and ensure that purchases are within budget.
• Submit purchase and payment requests using the company’s approval workflow system.
Office Supplies & Orders:
• Order and maintain office supplies within budget, ensuring the office is stocked appropriately.
Facility & Building Liaison:
• Monitor the cleaning service by conducting daily building walkthroughs. Act as a liaison with the building lease management for facility services. Ensure services are within budget.
Employee Support:
• As part of the HR team, participate in onboarding new employees to ensure a positive first impression and smooth transition.
• Bridge management and employee relations by addressing demands, grievances, or other issues.
• Support the recruitment process, scheduling interviews, and onboarding processes
• Nurture a positive working environment with company cultural values.
• Ensure compliance with legal requirements and company policies by proactively supporting and advising staff on HR policies, practices, and procedures.
Travel & Event Coordination:
• Coordinate travel and special events when needed, including booking flights, arranging accommodations, and completing expense reports.
General Administrative Tasks:
• Perform general administrative tasks such as preparing and editing correspondence, presentations, filing, photocopying, coordinating conference calls, and preparing expense reports.
• Maintain accurate and up-to-date digital and paper files, ensuring they are accessible to authorized staff as needed.
Other Duties:
• Perform other administrative duties as assigned to support management and office operations.
Qualification Requirements
Education:
• Associate degree with 2 years of experience in office administration, or an equivalent combination of education and experience.
Work Experience:
• Proven experience in a fast-paced administrative environment, managing multiple tasks with attention to detail and accuracy.
Knowledge/ Skills:
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with approval workflow software and/or purchasing software applications.
• Strong organizational, time management, and multitasking abilities.
• Excellent verbal and written communication skills with the ability to interact effectively with a diverse population inside and outside the organization.
• Ability to work independently with minimal supervision as well as part of a team.
Core Competencies
• Communication: Effectively communicate both verbally and in writing to a diverse audience.
• Organization & Time Management: Ability to prioritize and manage multiple tasks with frequent interruptions while meeting deadlines.
• Independence & Teamwork: Work efficiently both independently and collaboratively within a team.
Other
• Employment is contingent upon satisfactory references and background check.
• Must have reliable transportation.
• Ability to lift up to 30 pounds.
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