Office Administrator (General & Administration)

US-Santa Clara, CA

Job Summary

 

The Office Administrator is a highly visible position reporting to the Executive Assistant to the CEO handling details of a highly confidential and critical nature and must function effectively in a fast-paced environment. The right candidate will have the ability to work well with all levels within the organization in a professional, efficient, and confidential manner.  The Office Administrator/Office Manager must have excellent communication skills and have a proven ability to independently manage multiple tasks and projects with competing priorities/deadlines and organize/maintain administrative processes.  This is a temporary-to-hire opportunity.

 

Responsibilities:

 

  • Answer the main company phone line and direct callers to the appropriate person
  • Greet visitors and act as main point of contact for guests
  • Maintain kitchen, break room, and other common area cleanliness and ensure supplies are well stocked
  • Order, maintain, and organize office and kitchen supplies
  • Order and set up weekly catering for employees, staff lunches, and meetings
  • Coordinate office & facilities work requests, and maintain relationships with office and facility vendors
  • Schedule maintenance/repair for office equipment
  • Procurement - Assist all departments within company to get price quotes from suppliers for all non-equipment purchases. Responsibilities include contacting suppliers to schedule deliveries, sourcing new vendors to lower costs, creating any PO’s or approval documents, and meeting with Vendors as needed
  • Assist with planning and set up for office events
  • Distribute and coordinate mail/deliveries (UPS, Fedex, USPS) and serve as back up shipper
  • Oversee facility requests and liaise with property management regarding facility issues
  • Assist with the preparation of visa/passport application and submission
  • Maintain conference room supplies, cleanliness, and resolve any scheduling conflicts
  • As needed, act as back up assistant to Executive Assistant to CEO
  • Complete special projects and/or other office-related tasks assigned

 

Qualifications & Requirements:

 

  • Able to work from 8:00 am – 5:00 pm Monday to Friday with occasional overtime
  • AA/AS Degree required,  BA/BS Degree preferred
  • Minimum 2 years’ experience in an administrative/office support role
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • Must have a car and a valid driver’s license
  • Must be able to lift, push, pull up to 25 lbs.
  • Experience in a start-up, growing company a plus

 

Desired Characteristics & Attributes:

 

  • Excellent written and verbal communication skills required
  • Excellent customer service skills required
  • Proactive, resourceful and have strong attention to detail
  • Strong organizational and time management skills
  • Flexible and comfortable dealing with changes in a dynamic environment
  • Ability to work well with others in a fast-paced collaborative team environment

 

This is a temporary-to-hire opportunity that requires a 8:00 am – 5:00 pm Monday to Friday schedule, based in Santa Clara, CA.