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Office Administrator

4 months ago

San Diego, United States Optima Office Full time

Description:
**Want to work for a Company that puts you first? At Optima Office our people are the most important asset. Optima Office was voted fastest growing company by the San Diego Business Journal and inc 5000, as well as a BEST PLACE TO WORK by multiple publications since 2020 Let us show you why**

Optima Office is a female owned company that provides Outsourced Accounting, Fractional CFO and COO services along with Human Resources Support. We serve over 300 companies across the United States but are mostly focused on the West Coast. We are a fast-growing company who continues to add clients and team members at a steady pace. In 2022 we were the 10th fastest growing company in San Diego.

Our Vision as a company is to have the highest retention with our clients and employees in the industry. Happy Staff = Happy Clients has been our founder’s motto for a decade. Half of the company’s profits get paid out as bonuses to the team and for fun company events.

We have a huge emphasis on work-life balance and provide a flexible environment which allows our team to choose their own schedule. Over half of our 100 employees are working parents who value flexibility and family time.

**General Office Maintenance and Duties**:
Ø Keep the office and kitchen tidy and stocked daily.

Ø Keep kitchen supplies fully stocked daily: Coffee, creamer, coffee cups, paper plates, napkins, paper towels, and any other items used regularly.

Ø Shop for office snacks

Ø Clean, set up, and break down conference rooms before and after scheduled meetings, check the company calendar, or ask the office manager for scheduled meetings. Prep supplies needed for rooms when lunch meetings are being held, I.E., water, drinks, food, utensils, plates, notepads, pens, coasters, etc....

Ø Answer all incoming calls into the office.

Ø Assist office manager with greeting all individuals attending interviews and meetings.

Ø Mail any letters or packages co-workers may have.

Ø Take out any necessary items to the trash at the end of the day. (I.E., boxes from shipments)

Ø Decorate and un decorate office, when necessary, with Holiday items stored in kitchen closet. Keep organized.

Ø Help schedule the Conference Rooms

Ø Assist with scheduling all Company events

Ø Assist in setting up all technology required for the Zoom meetings if needed for Staff Meetings.

Ø Assist in ordering lunch for Staff meetings

Ø Take notes during the quarterly staff meetings and send them out to ALL staff

Ø Order office supplies and keep on hand.

Ø Ensure copier is maintained

Ø Budget meeting with CEO regarding general office expenses.

Ø Keep track of SWAG inventory. Update spreadsheet with stock numbers, vendor contact and new items. Order SWAG from vendors. (Custom Logos, Alpha Graphics, Cross Media etc.)

Ø Onboarding Days: make sure conference room is set up. Prep SWAG bag for each new staff member. Present Optima apparel and let them pick sizes. Record who gets what. Order business cards for new hires who require them. (Alpha Graphics)

Ø Clients: Holiday cards and gift ordering

**Marketing and Business Development Duties**
- Data entry into HubSpot
- data entry and maintenance
- customers newsletter
- internal newsletter
- invitations
- Eventbrite management
- [CP1]
- CFO/controller’s website updates
- Brochure’s update(s) as needed
- Assist with physical mailers and/or thank you notes
- Distribution of engagement letters to prospective clients and coordination of their execution

**Operations Support Duties**:
Ø Assist with new hire technology package setup.
- Prepare New Hire Account setup form, send to Natural Networks
- With assistance of Director, select computer and peripherals to be assigned to new staff.
- Prepare the asset sign-out sheet, file when complete.

Ø Assist with Teams maintenance
- Prepare new Team with client lead as team owner for each new engagement
- Insert the engagement startup docs into each new team

Ø Assist with upkeep of databases
- Modify names to match BigTime Data in the Skillset Database

Ø Liase with IT support for any hands-on needs in office (booting up computers, light troubleshooting)

Ø Prepare and send to staff Typeform surveys as required.

Ø Ad Hoc projects

**Requirements**:

- Min of 2 years' experience as an Administrative Assistant, Office Assistant, or related.
- BA a plus, but not required
- Proficiency with MS Office and Marketing software
- Excellent customer service skills
- Self starter attitude
- Excellent organizational and time management skills