Softek Global Services provides both operations & strategic support to tribal 8(a) & commercial organizations. Our client is seeking a Business Operations Administrator based in Redwood City, CA. The Office Administrator is responsible for the smooth operation of office activities by organizing administrative duties and office procedures. The role involves creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. This is a full time onsite position.
Key Responsibilities:
Office Management:
Manage office supplies inventory and place orders as necessary.
Ensure office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
Maintain office equipment as needed, coordinate repairs, and manage office cleanliness.
Oversee the organization and tidiness of common areas (e.g., breakrooms, conference rooms).
Coordinate with building management and maintenance for office needs (e.g., heating, repairs, and security).
Administrative Support:
Provide general support to visitors and ensure front desk reception is well-managed.
Assist in the preparation of regularly scheduled reports, presentations, and meeting minutes.
Develop and maintain an organized filing system for important documents, both physical and digital.
Coordinate the logistics of office events, meetings, and travel arrangements.
Manage office subscriptions and services (e.g., internet, courier services, cleaning).
Communication:
Serve as the main point of contact for internal and external office inquiries and issues.
Answer and direct phone calls professionally and maintain communication with external parties.
Distribute correspondence, manage incoming and outgoing mail, and ensure efficient communication flow.
Schedule appointments, maintain office calendars, and communicate deadlines or schedules to employees.
Maintain and update the BWI executive teams' calendar, ensuring there are no scheduling conflicts, and that important deadlines and events are prioritized.
Collaborate with the leadership team to prepare and distribute meeting agendas and materials ahead of time and take minutes when needed.
Human Resources:
Assist in the onboarding process of new employees, including setting up workstations and introducing office policies.
Coordinate training sessions and HR activities, such as company meetings or team- building exercises.
Maintain, update, and enforce office policies and procedures.
Maintain employee records related to office matters (e.g., attendance, equipment assignments).
Financial Duties:
Assist in the preparation of budgets, reports, and monitor office-related expenses.
Track office expenditures, process invoices.
Liaise with the finance department to ensure timely payment of office-related bills.
Work with vendors and negotiate contracts for office supplies or services.
Safety and Compliance:
Ensure office safety by keeping fire exits clear, conducting fire drills, and maintaining compliance with occupational safety standards.
Update emergency preparedness plans and organize office-wide drills.
Monitor compliance with data privacy policies and oversee the secure disposal of sensitive documents.
Qualifications:
Education and Experience:
Associate or bachelor's degree.
Proven experience as an OfficeAdministrator, Office Manager,or in a similar role.
Proficient in MicrosoftOffice Suite (Word,Excel, PowerPoint); knowledgeof office management software is a plus.
Skills:
Excellent time management skills with the ability to prioritize tasks and managemultiple responsibilities.
High attention to detail and strong problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational and planning skillsin a fast-paced environment.
Ability to suggestand implement creativeimprovements in office operations.