Overview
Admin Assistant Jobs in United States at BayOne
Job Description: Office Administrator
Position Overview: The Office Administrator is a highly organized and proactive role that is responsible for overseeing the administrative and operational functions of the office. The Office Administrator is responsible for managing new hire onboarding and logistics, office operations, preparing documents and training materials, coordinating meetings and travel and utilizing various systems to support multiple departments. They handle office procedures, coordinate communication, and oversee clerical duties to maintain a productive work environment. The role requires an individual who is detail oriented, efficient and able to manage multiple tasks simultaneously.
Key Responsibilities:
Office Management & Administration:
Oversee daily office operations, ensuring smooth workflow
Schedule meetings, interviews and trainings, order supplies, food and materials as appropriate
Coordinate and manage employee events including annual picnics, pot lucks and departmental get togethers
Manage office supplies, equipment, and inventory
Manage kitchen supplies and beverage service
Manage building requests for access, maintenance and booking meeting space
Managing mail and shipments
Conduct monthly safety checks
New Hire Onboarding:
Coordinate communications, provide instructions to new hires, book travel and manage logistics
Present onboarding materials for multiple departments, including providing First Aid and CPR training
Track new hire progress, follow up as needed on missing documents and information
Manage pre-employment screenings including background checks and drug screens
Operations, Safety and Continuous Improvement:
Assist with vendor setup, managing subcontractor agreements and preparing documents
Setup new hires and manage terminations in operational systems
Schedule training classes, manage logistics, prepare required materials and order food for classes
Manage training rooms and locate additional space as needed
Provide support to online training management including assignment, tracking and follow up on outstanding items
Assist with tracking expiring certifications including technical certificates, safety certificates and drivers license information
Manage PPE vendor accounts
Conduct THA counts
Sales & Marketing
Provide administrative coordination for trade shows
Manage swag ordering inventory and maintain minimum stock levels for reoccurring items
Manage business cards
Assist sales with online research
Accounting
Maintain and publish month end calendars and required reporting
Pull checks and invoices, deposit checks, sort invoices and direct correspondence to the coorect individuals
Assist with Board of Directors meeting handouts and document preparation including meeting logistics and travel
Qualifications:
Proven experience as a office or human resources administrator or similar role.
Strong organizational, multitasking skills and time management skills with the ability to prioritize tasks effectively.
Excellent communication, both written and verbal.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Ability to work independently and as part of a team.
Ability to work in a fast-paced and sometimes physically demanding environment.
Strong problem-solving skills and attention to detail.
Discretion and confidentiality when handling sensitive information.
Physical Requirements:
Standing and Walking: Ability to stand and walk for extended periods during the workday. At times, employees are required to be on their feet for much of their shift.
Lifting and Carrying: Ability to lift, carry, and move boxes or packages that may weigh up to 25–50 pounds. Lifting heavy objects may be required occasionally.
Bending, Stooping, and Squatting: Ability to bend, stoop, and squat to organize or retrieve materials from shelves or storage areas.
Manual Dexterity and Coordination: Good hand-eye coordination for tasks such as organizing materials and entering data into systems. Using computers or other office equipment requires fine motor skills.
Reaching and Stretching: Ability to reach above head height or stretch to access materials stored on higher shelves.
Mental Requirements:
Attention to Detail: Strong focus on accuracy and precision, particularly when entering data and reviewing documents. Mistakes in documentation and dad can lead to operational issues.
Multitasking: Ability to handle multiple tasks simultaneously, supporting multiple departments, and addressing staff or logistical concerns.
Problem-Solving and Critical Thinking: Ability to quickly identify and resolve issues. Must be able to think critically and make decisions that affect the smooth operation of office and departmental functions.
Organizational Skills: Strong ability to organize, prioritize, and manage a variety of tasks efficiently. Office Administrators need to keep track of tasks and documentation effectively.
Communication Skills: Excellent verbal and written communication skills to coordinate with other departments, vendors, or staff. The ability to relay information clearly and accurately, both face-to-face and electronically.
Focus and Concentration: Ability to maintain focus and stay attentive to tasks, especially when working in a busy, fast-paced environment. Strong concentration skills to ensure that all processes are carried out thoroughly.
Time Management: Ability to manage time effectively, ensuring that deadlines and goals are met in a timely manner while balancing various warehouse tasks.
Adaptability and Flexibility: Mental ability to adapt to changes in schedules, priorities, or job responsibilities. Ability to handle high-pressure situations, especially during peak times.
Customer Service Orientation: Ability to interact directly with employees, customers or suppliers. A calm demeanor, patience, and professionalism are essential for resolving any issues or inquiries.
Salary Range: $20-24.00/hour
Note: The above job description is a general overview of the responsibilities and requirements typically associated with the role of an Office Administrator. The specific duties and requirements may vary depending on the organizations needs.
Exo is proud to be an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.
Title: Admin Assistant
Company: BayOne
Location: United States
