Office Administrator

$54,995 - $55,016/Yr

Mapp Biopharmaceutical - San Diego, CA

Part-time - Entry Level

San Diego, CA

Professional, Scientific, and Technical Services

About the position

The Office Administrator at Mapp Biopharmaceutical is a part-time, temporary role focused on providing administrative support to various departments within the company. This position is essential for ensuring smooth business operations, particularly for both on-site and virtual employees. The role requires effective communication, organizational skills, and the ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Greets visitors and notifies employees of visitor's arrival in the lobby.
• Ensures visitor log is completed accurately and any visitor documents are signed and retained.
• Acts as on-site contact to assist in ensuring smooth business operations.
• Sets up iPads and other needs in conference rooms.
• Answers main phone line and directs messages to employees.
• Orders office supplies for Mapp employees upon request and ensures office supply inventory is adequately maintained on frequently utilized items.
• Distributes incoming mail; scans and emails incoming mail to recipient upon request.
• Submits receipts on a weekly basis for expense reports in a timely manner.
• Sets up Zoom meetings and reserves conference rooms as needed.
• Coordinates and schedules on-site meetings as needed.
• Provides basic administrative support as needed.
• Works synergistically with the Facility Operations Administrator and the Administrative/Legal Administrator and acts as back-up if requested.
• Coordinates San Diego office luncheons (catering, food trucks) as needed.
• Coordinates hotel arrangements and may coordinate other travel for employees as needed.
• Coordinates travel arrangements for visitors to the Mapp facility as needed.

Requirements

• 2 years' experience acquired through a combination of front office and work experience.
• Prior experience greeting visitors, customers or clients.
• Prior experience creating, initiating and completing project based tasks.
• Excellent skills in MS Office applications and internet skills.
• Excellent Outlook calendaring skills.
• Excellent skills in setting up teleconferences while utilizing various programs (Zoom, Teams) required.
• Acts with a professional demeanor at all times.
• Ability to work with all levels of management and handle confidential information.
• Service oriented and helpful demeanor.
• Effective organizational skills, attention to detail.
• Effective problem-solving skills and results oriented.
• Ability to write clear, concise e-mails.
• Excellent writing, spelling, grammar and interpersonal communication skills in English.
• Excellent telephone and oral communication skills.
• Ability to work in a fast-paced environment and multi-task efficiently.
• Ability to apply common sense and critical thinking to carry out instructions and make decisions within scope of authority.
• Ability to deal with problems involving several variables.
• Ability to streamline processes.
• Ability to manage and juggle projects, both short and long term, to fruition.

Nice-to-haves

• AA Degree or equivalent preferred.