Operations Office Administrator

1 day ago

North Palm Springs, United States Race Telecommunications LLC Full time
Job Title: Operations Office Administrator

Job Summary:

The Operations Office Administrator is a key member of the Operations team, responsible for providing administrative support to ensure smooth and efficient office operations. This role involves 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.

Key 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

Benefits:

  • 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

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 recruiting@race.com to initiate the interactive process.

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