Overview
Administrative Partner Jobs in San Diego, CA at Illumina
Spectrum Safety Solutions:
With approximately 1,500 employees operating in more than 20 countries, Spectrum Safety Solutions is a global leader in fire detection and suppression solutions for high-hazard applications across verticals such as critical infrastructure, oil and gas, marine and clean energy. Our global team leverages strong customer relationships across four recognized brands, Det-Tronics, Marioff, Autronica, and Fireye, to deliver differentiated lifecycle solutions and advance growth across key segments. Carved out from Carrier’s Fire & Security business in July 2024, Spectrum Safety Solutions is now a privately-held company under the ownership of Sentinel Capital Partners.
Det-Tronics:
We make the world a better place to live! At Spectrum’s Det-Tronics, we build and maintain comfortable, accessible, efficient, healthy, safe, secure, and sustainable environments. Det-Tronics is a $180M technologically innovative, projects-based global brand protecting customers in many challenging environments with high end flame and gas detection products and systems. Det-Tronics is a part of Spectrum Safety Solutions and has a global footprint with manufacturing sites in the U.S. and sales presence in all key geographies.
About This Role:
The Office Coordinator will play a key role in ensuring the seamless operation of the Det-Tronics office by managing a wide range of administrative tasks, logistical support, and special projects. This position requires a proactive, detail-oriented individual who can streamline office processes, coordinate meetings and events, oversee facilities and vendor management, and support employee engagement initiatives. By maintaining an organized and efficient office environment, the Office Coordinator will contribute to the overall productivity and success of the team.
Responsibilities:
Meeting & Event Coordination:
Support senior management with meeting scheduling, PowerPoint content creation, and catering arrangements.
Ensure proper setup and operation of Audio-Visual equipment for meetings, including arriving early and attending to troubleshoot as needed.
Assist with AV needs for virtual meetings, such as using an Owl for Teams or Zoom calls.
Employee Engagement & Office Culture:
Participate in the Employee Engagement Committee and coordinate team-building initiatives to improve overall team health.
Lead special projects focused on continuous process improvement and employee engagement.
Travel & Visitor Management:
Coordinate travel, hotel accommodations, and logistics for visitors, external guests, and the General Manager.
Screen visitors in accordance with international trade compliance and MKDenial processes.
Facilities & Office Management:
Collaborate with the Maintenance/Facility team to ensure the office remains up to date and presentable.
Coordinate office moves and space allocation in partnership with the General Manager and Facility team.
Manage all office supplies, including inventory tracking and ordering.
Serve as the primary contact for office vendors (e.g., Shred-it, Hermel Vending).
Oversee the incoming and outgoing mail process and implement improvements as needed.
Onboarding & Security Access:
Coordinate new employee onboarding, including welcome gifts, badge preparation, and announcements.
Administer the onsite security access system, managing access for new hires and terminations, including visitor badges.
Maintain company email distribution lists and Teams channels to reflect personnel changes.
HR Support Functions:
Assist HR with training coordination, compliance tracking, and maintaining records as needed.
Support internal communications related to policies, benefits, and company updates.
Help facilitate employee recognition programs and milestone celebrations.
Provide administrative support for recruitment, onboarding, and personnel file maintenance.
Administrative & Financial Support:
Prepare and process expense reports for the General Manager.
Possibly serve as a backup for hourly payroll processing.
PO Management
Prepare and process requisitions and purchase orders for a variety of different functions (ie. Engineering, office supplies, temp resources, etc)
Required Qualification:
High School Diploma or GED
2-4 Years as an Office Coordinator & Administrator or equivalent experience
Preferred Qualifications:
Highly organized with strong attention to detail, ensuring efficiency in all tasks.
Ability to seamlessly manage and prioritize multiple projects in a fast-paced environment.
Proactive problem-solver with a track record of identifying areas for improvement and driving projects to completion.
Excellent interpersonal skills, with the ability to build strong relationships with key stakeholders.
Outstanding written and verbal communication skills.
Proven project management expertise, ensuring deadlines and objectives are met effectively.
Discreet and trustworthy, with the ability to handle confidential information with the utmost professionalism.
Exceptional proficiency in Microsoft PowerPoint and Excel; experience with SharePoint is a plus.
Title: Administrative Partner
Company: Illumina
Location: San Diego, CA
