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Office Administrator Sycamore Development Partners

2 months ago

Brea, United States IKAV Energy, Inc. Full time

Job Type

Part-time

Description

Sycamore Development Partners is seeking a proactive and organized Office Administrator to join our team in Brea, CA. This is eligible for hybrid work, working Monday through Thursday in the office with the option to work remotely on Friday. The Office Administrator will play a vital role in providing administrative and clerical support, managing daily office operations, and coordinating team and office scheduling. The successful candidate will contribute to enhancing team productivity by ensuring smooth and efficient office functioning.

Job Objectives:

  • Streamline Processes: Enhance team productivity and efficiency by streamlining office processes and procedures.
  • Optimize Workflow: Implement time-saving strategies and tools to optimize workflow and minimize administrative overhead.
  • Facilitate Communication: Implement communication tools, protocols, and system to enhance communication and collaboration among team members and departments.
  • Enhance Communication: Ensure timely dissemination of information and updates through improved internal communication channels and platforms.
Roles and Responsibilities:
  • Administrative Support: Provide administrative and clerical support, including drafting correspondence, managing emails, scheduling appointments, and organizing files and documents.
  • Data Management: Assist with data entry, record-keeping, and maintaining office supplies and equipment inventory.
  • Daily Operations: Oversee daily office operations, including managing incoming and outgoing mail, answering phone calls, and greeting visitors.
  • Financial Asset Management: Safely land and manage cash transactions, including deposits and withdrawals. Process and manage checks, ensuring timely deposits and record-keeping. Maintain and manage company credit cards, including monitoring expenditures and ensuring proper usage. Safeguard and manage keys to secure company assets and facilities.
  • Office Maintenance: Ensure office orderliness and safety by coordinating maintenance, repairs, and facility management tasks.
  • Scheduling: Coordinate team and office scheduling, including meetings, appointments, and conference room reservations.
  • Communication: Communicate scheduling changes and updates to team members and stakeholders as needed.
  • Vendor Coordination: Liaise with vendors and service providers to coordinate deliveries, repairs, and maintenance services for office equipment and facilities.
  • Travel Arrangements: Assist with travel arrangements for team members, including booking flights, accommodations, and transportation as needed.
  • Event Planning: Support the planning and coordination of office events, meetings, and gatherings, including logistics, catering, and attendee management.
  • Accounting Support: Assist with invoicing, expenses, and basic accounting tasks as needed.
  • Executive Assistance: Provide administrative support to the Senior Vice President, including booking travel and managing meetings.
Requirements

Experience/Education Required:
  • Education: High school diploma or equivalent; associate or bachelor's degree preferred.
  • Experience: Proven experience in an administrative or office support role, including experience with accounting tasks (invoices, expenses) and booking travel and meetings.
Critical Skills and Knowledge:
  • Administrative Skills: Strong administrative skills, including proficiency in office procedures, record-keeping, data entry, and document management.
  • Organizational Skills: Excellent organizational skills, with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
  • Communication Skills: Effective written and verbal communication skills, with the ability to communicate professionally and diplomatically with internal and external stakeholders.
  • Attention to Detail: Keen attention to detail and accuracy in performing tasks such as data entry, proofreading, and document formatting.
  • Customer Service: Customer service-oriented approach with a friendly and helpful demeanor in interacting with clients, visitors, and team members.
  • Problem-Solving: Strong problem-solving skills, with the ability to identify issues, analyze root causes, and implement effective solutions.
  • Time Management: Excellent time management skills, with the ability to prioritize tasks, manage competing priorities, and adapt to changing circumstances.
  • Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software, with the ability to learn new software and technology tools as needed.
  • Teamwork: Ability to work collaboratively as part of a team, supporting colleagues and contributing to a positive work environment.
  • Adaptability: Flexibility and adaptability to handle unforeseen challenges, changes, and evolving priorities in a dynamic work environment.
  • Confidentiality: Discretion and integrity in handling sensitive information and maintaining confidentiality in all aspects of work.
  • Office Management: Basic knowledge of office management principles and practices, including facility management, supply inventory, and equipment maintenance.
  • Calendar Management: Proficiency in calendar management software and tools for scheduling appointments, meetings, and events.
Preferred Qualifications:
  • Industry Experience: Experience with real estate development or understanding of oilfield operations is preferred.
  • Software Proficiency: Proficiency in Microsoft Office Suite and office management software.
  • Attention to Detail: Strong attention to detail and accuracy in data entry and record-keeping.
  • Task Management: Ability to prioritize tasks and manage multiple responsibilities concurrently.