Office Administrator

Hed Agency - San Francisco, CA

Part-time

San Francisco, 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 position serves as the first point of contact for all guests, ensuring a high level of service and professionalism. The Office Administrator will handle a variety of tasks that may differ from office to office, including addressing employee inquiries regarding office supplies and general needs, answering phones, screening calls, and forwarding messages. It is essential that phone calls are managed effectively, with a commitment to returning calls within 24 hours to enhance the caller's experience. In addition to these responsibilities, the Office Administrator may support different 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 various office events that promote community and culture within the workplace. The position requires the Office Administrator to manage day-to-day operations, including maintaining the cleanliness and appearance of the office, ordering supplies, and coordinating mail and shipping needs. They will serve as the primary contact for building management regarding maintenance and emergency issues, ensuring that office equipment is operational and serviced as required. The role also includes planning and providing lunch and learns that offer continuing education credits, further enhancing the professional development opportunities within the office.

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.
• Attend meetings as requested by Corporate Administration Leader.
• Coordinate on and offsite meetings requests, oversee meeting set-up and clean-up, and support meetings as requested.
• Plan and coordinate professional and social office events.
• 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; order and organize office supplies and snacks; mail coordination.
• 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

• Bachelor's degree or high school diploma; relevant certification(s) such as CAP, CDFA, etc.
• Demonstrated ability to adapt and learn quickly with minimal supervision.
• General understanding of the coordination aspects and related requirements of administration.
• Ability to establish and maintain effective relationships.
• Detail-oriented, self-motivated, enthusiastic, and flexible.
• Ability to interact with all people in a professionally respectable manner in various business and social settings.
• Proficient in MS Office (Word, Excel); AIA Contract Documents preferred, not required.

Nice-to-haves

• Experience in Microsoft Word and Excel.
• Experience in administrative roles with a focus on office management.

Benefits

• Continuing education credits
• Lunch & learns