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Office Administration Leader

2 months ago

Hawthorne, California, United States South Bay Workforce Investment Board Full time

Job Type:

Full-time

Position Overview:

The South Bay Workforce Investment Board is in search of a dedicated and professional Office Administration Leader to oversee our front office operations, manage reception duties, and provide essential support to our Executive Management Team with various administrative tasks. As the initial point of contact for our organization, the ideal candidate will possess a friendly demeanor, a proactive professional attitude, and the capability to create a welcoming atmosphere for all visitors and callers. This role demands an individual who can comprehend and uphold policies, take initiative, and effectively manage their time with or without supervision. Strong organizational skills, time management, and the ability to multitask in a dynamic environment are critical. The successful candidate will handle stress proficiently, maintain the highest standards of professionalism and ethics, address complaints efficiently, and uphold confidentiality. Exceptional communication skills, outstanding customer service, and the ability to collaborate with diverse groups are vital. Ultimately, the aim is to ensure that all tasks are executed efficiently, contributing maximum value to the organization.

Key Responsibilities:

Front Office Management:

  • Oversee daily front office operations to ensure a welcoming and efficient environment.
  • Supervise front office personnel, including planning, directing, delegating tasks, and conducting performance evaluations as necessary.
  • Act as the primary contact for visitors, including high-profile individuals and dignitaries.
  • Maintain a polished and courteous demeanor while providing exceptional front desk support, managing phone inquiries, scheduling appointments, and greeting visitors.
  • Ensure staff are well-informed about organizational operations and that all duties are performed with professionalism and excellent customer service.
  • Address inquiries and resolve customer complaints or issues promptly.
  • Oversee and delegate administrative tasks such as maintaining files and records with an effective filing system.
  • Manage the maintenance of office equipment and inventory control for reception and break areas.
  • Oversee the receiving, sorting, and distribution of all mail and deliveries.
  • Coordinate the purchasing, ordering, and maintenance of office supplies as needed.
Administrative Support:
  • Assist in planning, organizing, and executing company events, including social gatherings and annual meetings, coordinating with vendors, venues, and internal teams for seamless execution.
  • Collaborate with the social committee to develop event themes, schedules, and logistics.
  • Organize and oversee conference rooms, ensuring cleanliness and proper functioning of equipment.
  • Coordinate meeting schedules, including running errands and shopping for meetings/events, booking conference rooms, and arranging catering when applicable.
  • Process bills and invoices related to orders/requests, and review and collect petty cash request forms for approval.
  • Liaise with facility management vendors, including cleaning, catering, and security services as needed.
  • Coordinate travel arrangements for employees and Board members for meetings, training, and conferences.
  • Oversee and coordinate the usage and maintenance of company vehicles.
  • Ensure all rental properties maintain a clean and professional appearance and communicate with building management as needed for maintenance.
  • Assist with safety coordination, including emergency evacuations and policy enforcement.
  • Stay informed about staff movements within the organization, visitor access, and security awareness.
  • Collect and review employee timesheets for accuracy and completeness, ensuring timely submissions to the payroll department. Follow up with employees or supervisors regarding any discrepancies or missing timesheets.
  • Assist with initiating and processing background checks for new participants, verifying and reviewing background check results, escalating any concerns to HR.
Additional Duties:
  • Provide general administrative and clerical support to other teams.
  • Perform other duties as assigned or as needed by the organization.
Qualifications:
  • Associate's Degree in Business Administration or a relevant field from an accredited institution.
  • At least five (5) years of experience in an administrative or executive support role, including managing schedules, handling correspondence, making travel arrangements, and maintaining office systems.
  • Solid understanding of administrative procedures and policy compliance with an ability to assist with compliance enforcement.
  • Proven experience as a team leader or supervisor with a strong understanding of performance management.
  • Excellent customer service, communication, and organizational skills.
  • Strong interpersonal skills with the ability to work collaboratively and effectively with diverse groups and foster and maintain positive working relationships.
  • Respect for the rights and confidentiality of others, with the ability to exercise discretion and integrity.
  • Strong critical thinking, problem-solving, and decision-making abilities, especially under pressure.
  • Dependability, punctuality, and professionalism are essential.
  • Attention to detail and accuracy, with a creative mindset for process improvement.
  • Proficiency in MS Outlook, MS Office (particularly Excel and Word), and familiarity with office equipment (e.g., fax machines, printers).
  • Experience in or ability to coordinate event planning, including social committees and annual company gatherings is a plus.
  • Reliable transportation, a valid driver's license, and insurance.
  • Ability to successfully pass background and reference checks and adhere to all company safety protocols.
Working Conditions:
  • Applying for this position signifies an acknowledgment and acceptance of the duties in light of potential exposure related to health and safety measures, as interaction with multiple team members may occasionally be required. Performing duties may entail wearing protective equipment and adhering to protective measures mandated by the organization and authorities in response to current states of emergencies.
  • Employees may also be required to spend the majority of the day engaging in activities such as walking, standing, and sitting at a desk, with occasional lifting and bending. Excellent time management skills are essential, along with the ability to work well under stress and meet deadlines.
  • Additionally, travel to other locations for trainings, conferences, and/or meetings may be necessary. Reliable transportation, a valid driver's license, and proof of insurance are mandatory.
Salary & Benefits:

This is a full-time, non-exempt position with a standard workweek of 40 hours, generally with a starting hourly rate of $29.28 per hour, commensurate with experience. Our organization offers a comprehensive employee benefits package, which includes health reimbursement for eligible employees; sick and vacation time; holidays, and a competitive 401k plan. Employees are eligible to enroll in the company's health benefits package after completing the introductory period.

This job description aims to provide essential information about the position's scope and is not exhaustive regarding experience, skills, efforts, duties, responsibilities, or working conditions associated with the role. Management retains the sole right to add, modify, or exclude any essential or non-essential requirement at any time, with or without prior notice. Completion of any job requirement by the employee does not create a contract of employment of any kind.