Administrative Coordinator

4 days ago

Orange, California, United States BioPhase Solutions Full time
Job Summary

BioPhase Solutions is seeking a highly motivated and detail-oriented Administrative Coordinator to join our dynamic team. As an HR Support Specialist, you will provide administrative support to our HR department and serve as the primary point of contact for guests, vendors, and employees.

Key Responsibilities
  • Front Desk Management: Maintain a professional and welcoming appearance of the lobby, ensuring a positive first impression for guests.
  • Vendor Management: Manage day-to-day interactions with external vendors, including food service, office supplies, and facilities services.
  • Calendar Management: Schedule and manage conference rooms, wellness rooms, and other shared spaces.
  • Administrative Support: Assist with shipping and receiving packages, maintain building keys and access cards, and engage with the management team on assessing needs and coordinating meetings.
  • Inventory Management: Purchase and monitor office supplies, facilities supplies, and other inventory items.
  • Office Maintenance: Ensure the lunchroom and other shared spaces are well-organized and stocked with supplies.
  • Contract Management: Review and track contracts with vendors, in conjunction with HR and Finance.
  • Employee Support: Assist the HR department with upholding office policies, recommend improvements, and implement initiatives related to company culture and employee wellness.
  • Safety and Security: Participate in the company Safety Team and assist in implementing or following safety procedures.
  • Communication: Act as a general point of contact for employees seeking advice on resolving issues and direct them to the proper resource for resolution.
  • Event Planning: Assist with planning and executing company functions, events, and activities.
  • Recruitment Support: Assist with job posting, reviewing resumes, scheduling interviews, and other recruitment functions.
  • Confidentiality: Maintain confidentiality of personnel and finance files.
Requirements
  • 5+ years of experience in office administration, human resources, or facilities management.
  • Excellent computer skills with proficiency in Microsoft Office Suite and Microsoft Teams or Zoom.
  • Prior experience with creating flyers, templates, documentation guides, and digital media.
  • Ability to adjust to changing priorities in a fast-paced environment.

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