Administrative Coordinator

2 weeks ago

Irvine, California, United States ATS Automation Full time

Company Overview: ATS Automation

Position: Administrative Coordinator

Role Summary: The Administrative Coordinator offers vital support to the General Manager and the Leadership Team in a dynamic, multi-tasking environment, handling highly sensitive and confidential information with utmost discretion.

Key Responsibilities:

  • Organize and oversee appointments for the leadership team.
  • Assist Human Resources with tasks such as applicant screenings, reference checks, and onboarding processes.
  • Execute delegated tasks from senior management, possessing decision-making authority over several critical functions within the organization.
  • Prepare and distribute weekly and monthly reports.
  • Manage internal communications effectively.
  • Complete special projects as assigned by the leadership team.
  • Coordinate company events and activities.
  • Provide comprehensive administrative support to the General Manager and leadership team.
  • Generate reports and summaries as needed.
  • Draft correspondence through various mediums including email and fax.
  • Schedule and arrange both internal and external meetings, including booking meeting spaces.
  • Handle and process all incoming mail efficiently.
  • Ensure monthly KPI reports are prepared and displayed appropriately.
  • Maintain organized files and records, including proper storage solutions.
  • Arrange travel logistics as required, ensuring efficiency and accuracy.
  • Support various departments with calendar management, meetings, office supplies, and projects.
  • Uphold the highest ethical standards in all business activities, adhering to the ATS Code of Business Conduct.
  • Prepare presentations for the General Manager and other special projects.

Qualifications:

  • A post-secondary diploma, degree, or certificate in business or administrative support.
  • A minimum of two years of experience in a fast-paced administrative support role.
  • Exceptional communication skills, both verbal and written, with the ability to engage effectively with individuals at all organizational levels.
  • Ability to work independently with minimal supervision in a collaborative team environment.
  • Proficient in computer applications, including Microsoft Suite, Adobe, and Visio.
  • Hands-on approach with a strong ability to meet deadlines.

Work Environment: This position requires the candidate to work independently, demonstrating organization and professionalism while collaborating with various departments.

Physical Requirements:

  • Ability to stand, walk, push, pull, reach overhead, and bend.
  • Occasional exertion of up to ten pounds of force.
  • Normal visual acuity for reading and computer use.
  • Normal hearing ability for understanding verbal instructions.

Company Commitment: ATS Automation is an equal opportunity employer. All applicants are subject to pre-employment screening. We appreciate the interest of all applicants; however, only those selected for interviews will be contacted. Authorization to work in the U.S. is a prerequisite for employment, and our company is unable to provide sponsorship for H1-B Visas.

Join our Team: Be part of a forward-thinking organization that values innovation and quality. ATS Automation offers a competitive compensation package, comprehensive benefits, and opportunities for professional growth.

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