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Administrative Operations Coordinator

2 months ago

Tustin, California, United States Families Together of Orange County Full time
Position Overview

Salary: $26-$29 per hour

The Office Management Specialist is essential in ensuring the smooth functioning of daily operations by overseeing communications, organizing schedules, and maintaining accurate documentation. The ideal candidate will demonstrate outstanding communication abilities, a keen eye for detail, and the capability to manage multiple tasks effectively.

Primary Responsibilities:

  • Greet and assist visitors with a professional demeanor.
  • Efficiently handle incoming and outgoing calls, ensuring messages are conveyed accurately.
  • Coordinate and oversee the calendars, appointments, and meetings for senior executives.
  • Maintain and organize both digital and physical filing systems with care.
  • Manage mail and package logistics, including sorting and distribution.
  • Keep an organized inventory of office supplies, placing orders as directed by the Senior Executive Assistant.
  • Assist in preparing meeting documentation, including reports, agendas, and necessary copies.
  • Conduct research and compile relevant information as needed.
  • Arrange travel and accommodations for executive staff when required.
  • Collaborate with fellow Executive Assistants to plan and execute company events and meetings.
  • Ensure a clean and orderly office environment, including the organization of supply areas.
  • Efficiently manage incoming orders.
  • Maintain a detailed inventory of supplies and assist in purchasing processes.
  • Monitor sound levels within the office.
  • Adjust climate control settings as necessary for comfort.
  • Perform filing, scanning, and electronic documentation tasks.
  • Duplicate certificates and other essential documents as required.
  • Accurately manage and reconcile credit card transactions.
  • Undertake additional responsibilities as assigned.

Essential Competencies:

  • Maintain the highest standards of confidentiality.
  • Demonstrate a proven history in Administrative Assistant roles or similar positions.
  • Exhibit strong verbal and written communication skills.
  • Show exceptional organizational and time management abilities, with a focus on prioritization.
  • Commit to accuracy and attention to detail in all tasks.
  • Handle sensitive information with discretion.
  • Possess strong interpersonal skills and thrive in a team-oriented environment.
  • Be self-driven and capable of working independently while taking initiative.
  • Adapt to changing priorities and deadlines with ease.
  • Work collaboratively as part of a team.
  • Seize opportunities to take proactive steps.
  • Remain adaptable in response to evolving situations.

Required Skills and Qualifications:

  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and relevant software.
  • Familiarity with various office equipment, including printers and projectors.
  • Advanced typing skills.
  • Experience in the healthcare sector is preferred.
  • Bilingual proficiency in English and Spanish is advantageous.

Educational Background:

  • High school diploma or equivalent; additional education or certifications are a plus.
  • Some college education is preferred.

Families Together of Orange County (FTOC) is an equal opportunity employer. FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.