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Operations Office Coordinator

2 months ago

Yuba City, California, United States Race Telecommunications LLC Full time
Job Description

Job Title: Operations Office Administrator

Classification: Full-Time, Non-Exempt, At-Will

Reports to: Operations Administration Manager

Department: Operations

Location: Onsite: Yuba City or Chico, CA with 30% travel required.

Location Status: Work will be primarily performed onsite in our office. Occasional travel to and work from other Race offices or other off-site locations may be required.

Job Summary:

The Operations Office Administrator supports the daily functions of the Operations department by performing a variety of administrative tasks to ensure smooth and efficient office operations. This role includes coordinating communications, managing office supplies, assisting with scheduling, handling various clerical duties, and managing events. Additionally, the Administrator will assist with data entry and analysis, providing key insights for operations-related projects and maintaining accurate documentation.

Responsibilities:

  • Manage day-to-day administrative functions of the Operations department, including handling correspondence, scheduling meetings, and maintaining office supplies
  • Assist with the preparation and distribution of reports, documents, and presentations for the Operations team
  • Maintain accurate records and documentation related to operations, including filing, data entry, and record keeping
  • Handle other administrative duties as assigned by the Operations Administration Manager
  • Act as a liaison between the Operations department and other departments to facilitate communication and collaboration
  • Ensure compliance with company policies and procedures in all administrative tasks and travel-related activities

Onboarding Coordination and New Hire Facilitation:

  • Coordinate and prepare new employee's workspace, including office supplies and necessary equipment
  • Coordinate with IT and ensure the required software is set up and available prior to the onboarding date
  • Manage access control by assigning appropriate system access, creating badges, and distributing keys, parking permits, or building access cards on/before the onboarding date
  • Verify the new hire has access to all common areas and facilities
  • Provide an office tour, highlighting break areas, meeting rooms, and emergency exits
  • Introduce the new hire to their immediate colleagues and teams
  • Present general office policies, such as dress code and office etiquette
  • Guide the new hire through office systems, including printers, coffee machines, and meeting room booking tools
  • Coordinate with Training and Development Specialist and ensure the completion of all onboarding tasks and training, including Race University and ADP courses
  • Distribute new hire packets and verify all required onboarding documents have been received
  • Familiarize themselves with new hire agendas to assist with any scheduling inquiries and changes ensuring lunches and breaks at the appropriate times
  • Facilitate onsite new hire training, ensuring timely completion in alignment with the onboarding schedule
  • Assist new hires with submitting expense reports and provide guidance on using Concur
  • Serve as a liaison between the new hire, onboarding teams, and HR
  • Manage guests, new hires, and contractor badge access

Internal Events Coordination and Execution:

  • Plan, organize, and execute internal events such as team meetings, workshops, company-wide celebrations, ensuring all logistical details are managed effectively
  • Support budget management, tracks expenses, and ensures events are executed within financial guidelines
  • Set up and break down event spaces, including arranging seating, audio-visual equipment, and other necessary materials
  • Manage vendor relationships, coordinates caterers and venues to secure services and space for internal events ensuring set up and break down
  • Provide on-site support during events, addressing any issues that arise and ensuring smooth execution
  • Work closely with ICC specialist to streamline company-wide communication

Travel Coordination:

  • Coordinate travel arrangements and itineraries for Operations staff, ensuring cost-effectiveness and adherence to company travel policies
  • Provide on-site administrative support during visits to other Race Communications offices, which may include office setup, coordination of local resources, and supporting office staff

Project Support:

  • Support operations-related projects by coordinating activities, tracking progress, and ensuring timely completion of tasks
  • Maintain inventory for Race's online store ensuring products are accurately stocked, tracked, and replenished as needed
  • Manage the procurement and distribution of office supplies across various Race locations, ensuring each office is adequately stocked with necessary materials and supplies
  • Coordinate deliveries and manages the associated budget to ensure timely receipt of goods and cost-effective purchasing decisions

Other duties as necessary may include but are not limited to:

  • Follows operations team procedures and guidelines, along with policies outlined in the Race Communications Employee Handbook
  • Successfully complete assigned training and examinations, as well as participate in ongoing performance and development reviews, and goal setting
  • Be available to participate in internal or external meetings, special functions, and professional development opportunities
  • Cross-train and share knowledge with other team members
  • Support routine tasks
  • Maintain a professional appearance, hygiene, and demeanor

As Part of Our Team, You Will Enjoy:

  • 100% Employer-paid medical, dental, vision, and life for all our employees
  • 401 (k) with 100% Employer-matched up to 4% of your annual income
  • Generous paid time off including sick, vacation, holiday and birthday pay
  • Company provided equipment including uniforms, safety, tools, vehicle, and tech
  • Free Race TV, highspeed internet, cable, and phone service where available
  • Working as part of our diverse team that fosters a culture of appreciation and collaboration, where every member is valued as an integral part of our success

All offers of employment are contingent until all pre-employment requirements are met. These requirements, which vary by position, may include drug and background screenings as well as Motor Vehicle and DOT related screening and reporting requirements. Race will consider qualified job applicants with arrest and conviction records for employment.

All new employees will participate in the mandatory 'Speedway to Success' (Speedway) orientation at one our offices located in either Chico, Farmersville, Lancaster, North Palm Springs, Phelan, Pleasant Hill, San Francisco, Tehachapi, and Yuba City, CA. The duration of the Speedway program spans from 1-3 weeks, depending on the position. During Speedway the schedule will vary; you may not work full 8-hour days and there may be off days. Applicants further than 50 miles from these training locations will be provided with necessary travel accommodations as part of the onboarding process. Applicants 50 miles or less from these locations will be considered regular commute. For those working remotely, virtual attendance will depend on position requirements. Further details will be provided to you during the interview process, and before your start date.

Race Communications is an equal opportunity employer who welcomes applications from individuals (with or without reasonable accommodation), with the skills, experience, and dedication to excel in their roles without regard to race, religion, color, sex/gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sex stereotype, gender identity/gender expression and sexual orientation, national origin, ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age, sexual orientation, reproductive health decision-making, military or veteran status or any other basis protected by federal, state, or local law, ordinance, or regulation.

Reasonable accommodation(s) for qualified individuals with disabilities are available as part of the application and interview processes. If accommodations are needed during the application or interview process, or workplace accommodations are required after a job offer is made, please contact to initiate the interactive process.