Administrative Assistant Job at Race Telecommunications LLC in South San Francis

Job Title: Administrative Assistant

Classification: Full-Time, Non-Exempt, At-Will

Reports to: Operations Administration Manager

Department: Operations - HR

Location: Onsite: South San Francisco, CA

Location Status: Work will be primarily performed onsite in our office in South San Francisco, CA. Occasional travel to and work from other Race offices or other off-site locations will be required.

Beware of recruiting scams posing as Race Communications. You can get more information about Race Communications at Race.com or contact our recruiting team directly.

About Us:

As the leading provider of 10G fiber internet in California, Race Communications is a company built by the needs of the communities that we serve. In collaboration with the California Public Utilities Commission and many non-profit community advocacy groups, we build next-generation fiber infrastructure where others won’t, serving over 30 communities across the state.

Working for Race means being dedicated to bringing cutting-edge fiber internet to rural and urban communities, providing opportunities, enhancing technology, and enabling access for generations to come.

Summary:

The Administrative Assistant services as the first point of contact for the South San Francisco office supporting the daily functions of the Operations department by performing a variety of administrative tasks to ensure smooth and efficient office operations. This role includes 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. As part of the role, the Administrator may be required to travel up to 10% of the time to other Race Communications offices to provide on-site support as needed.

This individual should be able to communicate and work effectively with external service representatives and internal team members who possess a wide variety of backgrounds, personalities, and communication skills. This individual should be able to work effectively in a dynamic, fast-paced, and evolving environment while maintaining a productive professional demeanor. This individual must be capable of working independently, as well as collaboratively with other Race team members across teams and levels of our organization.

Qualifications and Experience:

• Eligibility for US Employment without sponsorship
• Minimum of 21 years of age
• High School Diploma or GED or equivalent combination of education and experience is required
• A valid driver's license, subject to successful verification through a DMV check, is mandatory
• 3-5 years as an Administrative Assistant in a professional setting.
• 3-5 years coordinating internal events, managing logistics, and executing event planning tasks with efficiency and attention to detail.
• 3-5 years of data entry and analysis experience, ensuring accuracy and maintaining data integrity
• 2+ years supporting onboarding processes and coordinating new hire activities.
• 2+ years coordinating travel arrangements, including booking, managing itineraries, and providing on-site support.
• 2+ years creating and maintaining Standard Operating Procedure (SOP) documentation and electronic filing systems.
• 2+ years handling and maintaining certificates of insurance (COIs) and business licenses.
• 2+ years managing inventory specific to office supplies and snacks, ensuring stock levels are maintained and replenished as needed.
• Proven ability to manage complex calendars using Microsoft Outlook and Teams, including scheduling, prioritizing meetings, and coordinating across multiple time zones
• Ability to retrieve, sort, and distribute mail, including trips to the post office as needed.
• Demonstrates a high level of confidentiality and discretion when handling sensitive information, communications, and documents.
• Strong expertise in process mapping, analysis, and optimization, with a proven track record of successfully implementing and improving business processes.
• The ability to effectively communicate in English, including speaking, reading, writing, and comprehension, as necessary for effective job performance and workplace communication
• Proficiency in Spanish Language desirable

Skills:

• Proficient use of MS Office applications including Teams, Word, Excel, and PowerPoint; teleconferencing applications
• Functional use of common office equipment, computers, and office software
• Strong time management skills, with the ability to manage priorities and workflow
• Commitment to accuracy and high standards for quality of work
• Ability to work with all levels of team members and management
• Excellent problem resolution and customer service skills
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communication skills
• Ability to work on complex projects with general direction and minimal guidance
• Versatility, flexibility, and willingness to work within constantly changing priorities with a sense of urgency
• Good judgement with the ability to make timely and sound decisions
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Ability to effectively present information and respond to questions

Essential Duties and Responsibilities:

Administrative Support:

• Provides day-to-day administrative support to the Operations department, including managing correspondence, scheduling meetings, and maintaining office supplies
• Assists with preparing and distributing reports, documents, and presentations for the Operations team
• Maintains accurate records and documentation, including data entry, filing, and record-keeping
• Handles other administrative duties as assigned by the Operations Administration Manager
• Serves as a liaison between the Operations department and other departments to facilitate clear communication and collaboration
• Ensures all administrative tasks and travel-related activities comply with company policies and procedures

Onboarding Coordination and New Hire Facilitation:

• Prepares workspaces, equipment, and access credentials for new hires.
• Coordinates with IT and HR to ensure all onboarding materials, training, and system access are ready prior to the start date.
• Provides office tours, introduces new hires to colleagues, and reviews key office systems and policies.
• Supports onboarding processes, including distributing new hire packets and ensuring the timely completion of required training.
• Manages badge access and assists new hires with administrative tasks, such as submitting expense reports.

Internal Events Coordination and Execution:

• Plans, organizes, and executes internal events such as team meetings, workshops, and company-wide celebrations, ensuring all logistical details are handled effectively.
• Manages budgets, tracks expenses, and ensures events are executed within financial guidelines.
• Sets up and breaks down event spaces, including arranging seating, audio-visual equipment, and other materials.
• Coordinates vendor services, including caterers and venues, ensuring timely setup and breakdown.

Travel Coordination:

• Manages travel arrangements and itineraries for Operations staff, ensuring adherence to company travel policies and cost-efficiency
• Provides on-site administrative support during visits to other Race Communications offices, including office setup and coordination of local resources

Project Support:

• Assists with operations-related projects by coordinating activities, tracking progress, and ensuring timely task completion
• Manages procurement and distribution of office supplies and snacks across Race locations, ensuring adequate stock levels
• Oversee deliveries, coordinates with vendors, and monitors budgets to ensure timely and cost-effective purchasing decisions

Other duties as necessary may include but are not limited to:

• Follows operations team procedures and guidelines, along with policies outlined in the Race Communications Employee Handbook
• Successfully complete assigned training and examinations, as well as participate in ongoing performance and development reviews, and goal setting
• Be available to participate in internal or external meetings, special functions, and professional development opportunities
• Cross-train and share knowledge with other team members
• Support routine tasks
• Maintain a professional appearance, hygiene, and demeanor
• Provides on-site support during events, addressing issues and ensuring smooth execution.
• Collaborates with the ICC Specialist to streamline company-wide communication.

As Part of Our Team, You Will Enjoy:

• 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
• Free Race highspeed internet and phone service where available

All offers of employment are contingent until all pre-employment requirements are met. These requirements, may include drug and background screenings as well as Motor Vehicle and DOT related screening and reporting requirements. Race will consider qualified job applicants with arrest and conviction records for employment.

Background Check: Race Communications is a Fair Chance employer abiding by Federal and applicable state Fair Chance Act (s) for all applicants and additionally abides by the LA County Fair Chance Ordinance if you are applying for a position (is) associated with our Lancaster or Palmdale offices. Except as otherwise permissible under applicable laws, you will not be asked to provide information about a conviction history unless you receive a conditional offer of employment. Race will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and will also consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed.

All new employees will participate in the mandatory 'Speedway to Success' (Speedway) orientation at one our offices. The duration of the Speedway program spans from 1-3 weeks, depending on the position. During Speedway the schedule will vary; you may not work full 8-hour days and there may be off days. For those working remotely, virtual attendance will depend on position requirements. Further details will be provided to you during the interview process, and before your start date.

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.

To arrange reasonable accommodation(s) for qualified individuals with disabilities, please contact recruiting@race.com to initiate the interactive process.

Updated: 12/2024