Office Administrator

$52,000 - $56,160/Yr

Fujitsu Frontech North America - Irvine, CA

Full-time

Irvine, CA

Professional, Scientific, and Technical Services

About the position

Fujitsu Frontech North America is seeking an organized Office Administrator to provide comprehensive office administration support for multiple offices across North America. This role involves coordinating facility upkeep, managing office supplies, assisting with event coordination, and performing various administrative tasks to ensure smooth operations within the organization.

Responsibilities

• Coordinates facility and common area upkeep with professionalism and in a friendly manner.
• Handles incoming and outgoing daily mail, distributing mail to recipients and sending out mail as needed.
• Maintains inventory of office/kitchen/breakroom supplies and processes orders when needed.
• Assists with event coordination for customer meetings, employee events, and training meetings.
• Coordinates catering, visitor badges, guest office space, etc.
• Assists with office security by issuing, checking, and collecting keycard badges as necessary.
• Performs a variety of administrative tasks including copying, faxing, taking notes, and making travel plans.
• Maintains the electronic filing system for facility-related documents.
• Prepares monthly, quarterly, and yearly reports for management.
• Initiates Purchase Requisitions with recommended suppliers, obtains proper authorization, and follows up on status.
• Ensures equipment functionality and space safety following safety standards.
• Handles work orders, urgent maintenance calls, and liaises with building management and contractors to resolve problems quickly and safely.
• Processes bills/invoices promptly for service providers/suppliers and maintains records.
• Implements preventive maintenance schedules and safety protocols for facilities and equipment.
• Oversees office cleaning contracts, maintenance staff, and maintains vendor relations.
• Provides administrative support and backup for Operations and Facilities management.
• Prepares for and participates in meetings, events, etc. for safety team and emergency preparedness activities.
• Documents facility-related processes and keeps maintenance records.
• Monitors maintenance budget spending and regularly reports status to management.
• Maintains tracking of individual offices' requirements, key lease date deadlines, and communicates to management for plan of action.
• Monitors, assigns, and coordinates ongoing ISO and Safety required training, schedules, and logs training activities.
• Assists with compliance assessments/audits and editing/updating ISO documentation.
• Maintains files, forms, documentation, and information in accordance with company policies and procedures.
• Responsible for accepting and signing for packages, logs all packages received, and notifies recipients.
• Signs for palletized cargo pickups and deliveries through Engineering lab rear door entrance.
• Assists with processing and coding large volumes of logistics/shipping invoices/bills.
• Maintains copies of Bill of Lading (BOLs) for heavyweight cargo receipts.
• Assists with and maintains records of environmental activities for all facilities for ISO reporting/compliance.
• Processes outbound FEDEX parcel shipments, creates shipping labels for other departments, and arranges for pickups.

Requirements

• Excellent customer service skills with a positive image of the company.
• Strong team player and problem solver with high self-motivation and initiative.
• Ability to meet deadlines consistently and perform quality work with or without supervision.
• Professional interaction with employees, customers, and suppliers.
• Ability to work independently while coordinating with other employees and departments.
• Strong organizational, analytical, and problem-solving skills, along with excellent verbal and written communication skills.
• Ability to analyze details and perform structured decision-making.
• Capability to manage multiple priorities effectively and recommend best courses of action.
• High degree of initiative, attention to detail, and discipline to follow through on tasks.

Nice-to-haves

• Experience in a professional office environment is a strong plus.
• Certificates for professional training where applicable.
• Experience with Excel pivot tables and V-look up preferred.
• Experience with ERP systems (SAP s/4 Hanna) is a plus.

Benefits

• Competitive hourly pay rate between $25.00 and $27.00 per hour.
• Full-time employment status.