Office Administrator

Hed Agency - Sacramento, CA

Part-time

Sacramento, CA

Clothing, Clothing Accessories, Shoe, and Jewelry Retailers

About the position

The Office Administrator plays a crucial role in enhancing the office culture and facilitating various office activities and operations while providing production support as requested. This part-time position requires a proactive individual who can manage a variety of tasks that may differ from office to office. The Office Administrator will serve as the first point of contact for all guests, ensuring a high level of service and professionalism. Responsibilities include addressing employee inquiries regarding office supplies and general needs, answering phones, screening calls, and forwarding messages appropriately. It is essential that phone calls are returned within 24 hours to enhance the caller's experience. In addition to these duties, the Office Administrator may support various corporate functions, such as assisting Corporate Legal Counsel with maintaining state registrations and handling confidential document requests. The role also involves making travel arrangements for staff, assisting HR with onboarding new employees, and coordinating office moves and relocations. The Office Administrator will attend meetings as requested, oversee meeting setups, and support the planning of professional and social office events. This position requires credit card expense reconciliation for office leadership and ensuring that office equipment is operational and serviced as needed. The Office Administrator will also manage day-to-day operations, including maintaining the office's appearance and cleanliness, ordering and organizing supplies, and coordinating mail and shipping needs. They will serve as the primary contact for building management regarding maintenance and emergency issues, coordinating necessary visits and repairs. Additionally, the Office Administrator will strategize with the team to order materials for the Maker Lab and assist in planning lunch and learn sessions that provide continuing education credits.

Responsibilities

• Act as the first point of contact and provide a high level of service for all guests.
• Address employee questions regarding office supplies and other general office needs.
• Answer phones, screen calls, forward messages, and answer routine questions as appropriate.
• Make travel arrangements for staff as needed.
• Assist HR with onboarding new staff, including office/desk set-up and ordering keys.
• Assist in office moves/relocations, including cleaning, filing, and coordination of tasks.
• Attend meetings as requested by Corporate Administration Leader.
• Coordinate on and offsite meetings, oversee meeting set-up and clean-up, and support meetings as requested.
• Plan and coordinate professional and social office events.
• Support Principals and Associate Principals in facilitating events that advance office culture and community.
• Credit card expense reconciliation for office leadership.
• Ensure that office equipment is operational and serviced as required.
• Facilitate day-to-day operations, including appearance and cleanliness of office, ordering supplies, and mail coordination.
• Manage UPS, Fed/Ex, couriers, and other shipping needs.
• Serve as primary point of contact for building management regarding maintenance and emergency issues.
• Coordinate maintenance visits, HVAC, and other facility-related issues.
• Register office visitors in the building management system.
• Plan and provide lunch and learns that provide CEU credits.

Requirements

• High school diploma or GED; Bachelor's degree preferred.
• Certified Administrative Professional (CAP) or similar certification is a plus.
• Mid-level administrative experience with a general understanding of coordination aspects and related requirements of administration.
• Proficient in Microsoft Office (Word, Excel).
• Ability to establish and maintain effective relationships.
• Detail-oriented, self-motivated, enthusiastic, and flexible.
• Ability to interact professionally in various business and social settings.

Nice-to-haves

• Relevant certifications such as CDFA or similar administrative experience.
• Experience with AIA Contract Documents.

Benefits

• Continuing education credits
• Lunch & learns