Office Administrator

Aston Carter - San Marcos, CA

Full-time

San Marcos, CA

Administrative and Support Services

About the position

The Office Administrator/Receptionist plays a vital role in ensuring the smooth operation of the office by providing administrative support to various departments and maintaining a welcoming environment for guests and employees. This fully onsite position requires strong organizational skills and the ability to manage multiple tasks efficiently.

Responsibilities

• Greet guests and answer incoming phone calls, directing them according to established protocols.
• Perform daily opening and closing activities, including turning on lobby lights, music, phones, and unlocking lobby doors by 8:00am.
• Sort, open, stamp, and distribute mail, and manage USPS, UPS, and FEDEX shipping, invoicing, and receiving.
• Prepare internal and external company correspondence.
• Coordinate travel arrangements for employees.
• Monitor and schedule maintenance for office copiers and printers.
• Coordinate and order office supplies as needed.
• Maintain receipts for all credit card purchases and complete Concur expense reporting accurately and timely.
• Update phone lists as required.
• Manage conference room scheduling to prevent double bookings and ensure cleanliness before and after meetings.
• Ensure reception area, kitchens, and common areas are neat and well-stocked.
• Provide backup support to Operations, Field Operations, HR, Payroll, and Accounting with various administrative tasks.
• Take any reasonable action necessary to carry out the responsibilities of the Office Administrator/Receptionist, consistent with company policies and sound business judgment.

Requirements

• Experience in office management, administrative support, and clerical duties.
• Strong communication skills and ability to maintain confidentiality.
• Computer literacy, including proficiency in Microsoft Office and handling phone systems with extensions.
• Ability to learn quickly and adapt to changing circumstances.
• Flexibility and reliability, with a strong relationship-building capability within the team.

Nice-to-haves

• Degree in HR or administration is a plus but not necessary.
• Experience in the construction industry is a plus but not required.
• Experience is valued over education for this role.