Current Job Openings

Job Description

Position:                              Office Administrator
 
Work Location:                                Long Beach, CA
 
Reports To:                        Operations Support Analyst
 
Supervisory Responsibilities:                   None
 
Job Purpose:
This position reports directly to the Operations Support Analyst and manages the day-to-day operations of the Long Beach, CA Office. 
Essential Duties and Responsibilities include the following:
  • Manage the Office/Kitchen Supply process, including monitoring, placing orders, receiving shipments and distributing delivered materials with a final verification by reviewing related invoices as the first system approver.  
  • Support office to initiate orders for employee business cards, name plates, phone directory update, desk keys and office supplies.
  • Provide main point of contact for routine Office Services including water delivery, kitchen cleaning, plant maintenance, office supplies (stock and restock control center, executive kitchen/main breakroom).
  • Pick up and distribute U.S. Mail into mail room slots on a daily basis.  Note package deliveries by FedEx and UPS then notify recipients for pick up.  
  • Provide FedEx labels upon request.  Create and distribute labels from shared account as requested.  Review account invoicing for reasonableness.  Collect paid invoices for Wells Fargo reconciliation.
  • Maintain Stamps.com account details for Wells Fargo reconciliation.
  • Verify assigned invoices, obtain approvals and process for payment.  Assist Operations or Engineering with open or unpaid invoices.  Assist vendors regarding open invoices. 
  • Perform Wells Fargo reconciliation for two Accounts Payable cards and the Company President.
  • Maintain Guest Security Log for visitors.  Issue and collect guest cards to Long Beach office.   
  • Maintain Employee Directory for distribution as necessary.
  • Provide Liaison support between building management to provide guidance for repairmen, installers and visitors.
  • Create and maintain assigned logs as necessary. 
    • Completes projects and special assignments as assigned.
    • Provides backup support as necessary.
    • Additional duties as required to provide Operational support to the needs of the business.
 
Education and Basic Requirements:
  1. High School Diploma required; college and/or technical degree preferred.
  2. 1-5 years in a general business environment with project coordination and/or administrative experience.
  3. Proficient in MS Office: Word, Excel, Adobe Acrobat and Power Point.
  4. Excellent interpersonal and organization skills.
  5. Detail oriented.
  6. Self-motivated with the ability to make critical decisions.
  7. Ability to multi-task in a fast-paced environment.
  8. Excellent sense of personal accountability.
  9. Excellent verbal, written and oral communication skills area a must.
  10. Must be able to successfully pass Drug and Alcohol pre-employment and ongoing screening.