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Business Support Administrator

2 months ago

San Diego, United States New Leaf Biofuel LLC Full time
Job DescriptionJob DescriptionDescription:

About the Position

As the Business Administrator at New Leaf Biofuel, you are the backbone of our support functions, ensuring smooth business processes, fostering a positive work environment, and contributing to the overall efficiency of our team. Reporting directly to the Controller, your role encompasses a diverse range of responsibilities spanning accounting support, general administration and organization, employee well-being, financial management help, and marketing support. Have a great attitude and be willing and open to learn the tasks.

Key Areas of Work:


Business Support

  • Collaborate with vendors to manage service agreements, office supplies, and equipment maintenance, ensuring seamless operations.
  • Coordinate and support meetings and events.
  • Oversee administrative tasks such as filing, data entry, scanning documents, and document organization, maintaining a well-organized and efficient office environment.
  • Manage incoming communications, including phone calls, emails, and mail distribution, ensuring timely and professional responses.
  • Act as the first point of contact for visitors, greeting guests warmly and providing assistance as needed.
  • Maintain office policies and procedures, updating documentation as necessary and ensuring compliance with company standards.
  • Handle ad-hoc administrative tasks and projects as assigned by the Controller or other members of the leadership team.
  • Run some errands to the office when needed. (USPS, Grocery store, etc. Mileage is reimbursement by the company.
  • Administrative support for operations and maintenance teams including item inventories, purchase orders and vendor communications.
  • Other tasks assigned as needed by management.


Financial Administration:

  • Assist the Controller with financial tasks, including accounts payable/receivable, expense reimbursements, and selected invoice processing.
  • Manage petty cash funds, reconciling expenses and maintaining accurate records.
  • Support budgeting and forecasting processes by providing administrative assistance and compiling financial data as needed.


Collections and Services Support:

  • Train with Collections team to serve as backup for key business support functions.
  • Collaborate with the marketing team to develop and execute marketing initiatives, including content creation, promotional campaigns, and event coordination.
  • Maintain the company website and social media channels, ensuring content accuracy, relevance, and engagement.
  • Create marketing materials such as flyers, brochures, and presentations, adhering to brand guidelines and ensuring consistency in messaging.
  • Order Marketing Supplies
  • Monitor social media channels for engagement opportunities, responding to inquiries and comments promptly and professionally.


Employee Support:

  • Foster a positive and inclusive work environment by organizing employee engagement activities, such as team-building events, monthly birthday celebrations, and holiday parties.
  • Coordinate employee recognition programs to celebrate achievements and promote a culture of appreciation.
  • Manage employee perks and benefits, including snack orders, office supplies, and wellness initiatives.
  • Serve as a resource for employees, addressing inquiries and providing support on various HR-related matters.
  • Act as the primary point of contact for employees regarding office-related concerns and requests.


Qualifications:

Must-Have:

  1. Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
  2. Excellent communication and interpersonal skills, with a customer service-oriented mindset.
  3. Attention to detail and a high degree of accuracy in all tasks.
  4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  5. Proficiency in financial software (e.g., QuickBooks) and/or CRM systems.
  6. Ability to maintain confidentiality and handle sensitive information with discretion.
  7. Proactive and self-motivated, with a willingness to take initiative and solve problems independently.
  8. New Leaf Biofuel only seeks to hire individuals who possess our core values, which include:
  • Safety. We take every step necessary to keep ourselves, our teammates, and our community safe.
  • Drive. We hold ourselves and each other accountable to achieve personal and professional excellence.
  • Support. We use our words and actions to deliver inspired teamwork and achieve our goals.
  • Growth. We recognize that success depends upon the continuous improvement of processes and people.


Requirements:

Education/Experience:


High school diploma or equivalent; College degree preferred


Software:

Telogis

CSS

Quickbooks

Office/Microsoft applications

Sales Force


Working Conditions:

This is a full-time in-office position with standard office hours, reporting directly to the Controller. The dress code is casual, reflecting our company culture of comfort and collaboration. The primary work setting is within an indoor office environment. Attendance at occasional evening or weekend events may be required.


Physical Requirements:


Constantly (over 2/3):

  • Operates computer and other office productivity machinery such as calculator, copy machine and printer.
  • Remain in a stationary position for 50% or more of the time
  • Review documents, organize data and detect accuracy of information
  • Communicates with customers and co-workers and exchanges accurate information in-person, telephonically and via electronic devices/e-mail


Frequently (1/3-2/3):

  • Moves throughout the office accessing files, office machinery, etc.


Occasionally (under 1/3):

  • Moves materials or documents up to 25 lb.


As the Office Administrator, you are an essential part of our team, contributing to the success and well-being of our employees and the overall growth of New Leaf Biofuel. We look forward to welcoming you to our dynamic and supportive work environment. Keep up regular attendance and punctuality; regular attendance and punctuality are essential for the smooth operation of this company.

This position is 100% in office. Monday- Friday 8:30-5:00pm.