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Vista Applied Solutions Group Inc provided pay range

This range is provided by Vista Applied Solutions Group Inc. Your actual pay will be based on your skills and experience talk with your recruiter to learn more.

Base pay range

$40,000.00/yr - $45,000.00/yr

Summary:

The Office Administrator Assistant is responsible for overseeing various administrative functions and processes, acting as the organization's point person for outside vendors and service providers. This role involves planning and coordinating office-wide facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders. The Office Administrator Assistant monitors inventory and places orders for office equipment, supplies, or provisions. Additionally, this role manages or administers accounting processes, including budgeting, invoice processing, employee expense reports, reimbursements, petty cash, and time tracking. The position may also support HR activities or initiatives, such as employee onboarding, interview coordination, and training.

Essential Duties and Responsibilities:

Conferences for Trustees:

• Register attendees and arrange group bookings if the selected hotel is inadequate.
• Ensure hotel prepayment, provide per diem checks to Trustees, and prepare Trustee packets with convention information and maps.

Administrative / Office Duties:

• Restock paper for office copiers and maintain stationery supplies.
• Order stationery and office supplies from vendors or purchase physically.
• Organize the office cleaning schedule.
• Report postage usage and copier reports to the Folsom office monthly.
• Assist HR with new hire paperwork and photos.
• Assist the Director in preparing staff job performance reviews.
• Email invoices for Oahu office vendors to Folsom.
• Ensure Funds websites are updated with current information.
• Oversee the cleanliness and organization of the conference room.
• Ensure customer service office needs are met and maintain facilities.
• Lead person for on-site storage room.
• Allocate the Directors monthly American Express statement among various funds.
• Plan summer and end-of-year staff events.
• Manage staff parking locations, payments, and passes.
• Act as liaison between the Property Manager and BRMS.
• Provide work hire station with supplies.
• Assist the Client Manager with agenda preparation and audit items.

Requirements:

Knowledge, Skills, & Abilities:

• Must maintain confidentiality.
• Proficient in Microsoft Office Suite, Internet, and Adobe Acrobat.
• Exhibit professionalism in appearance and attitude.
• Effective communication skills, both verbal and written.
• Attention to detail, organizational skills, and ability to multi-task and meet deadlines.
• Friendly, outgoing personality with excellent customer service skills.
• Ability to recognize, analyze, and solve problems within the scope of the role.
• Ability to resolve issues related to office equipment.
• Knowledge of modern business etiquette and ethics.
• Ability to work effectively both independently and as part of a team.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Health Care Provider, General Business, and Human Resources

• Industries

  IT Services and IT Consulting, Insurance and Employee Benefit Funds, and Business Consulting and Services

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Paid maternity leave

Paid paternity leave

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