Any Breakers, Inc.
Office Administrator Burlingame, CA
Any Breakers, Inc., Burlingame, California, United States, 94012
Clerical, Administrative, Customer Service
ID: 4604-967
Full-Time/Regular
Job Summary Monday - Friday 8:00 AM - 5:00 PM
The Executive Assistant / Office Administrator responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to management, coordinating building maintenance scheduling, and handling repair needs. They are to ensure the environment is set for a smooth‑running office and help to improve company procedures and day‑to‑day operations.
Essential Duties and Responsibilities Team Support The Office Administrator proactively manages the calendars for the President and SVP of Sales, makes travel arrangements and tracks expenses.
Administrative Support
Calendar management - manage complex calendar including vetting and prioritizing
Travel coordination - manage flights, hotels, rental cars, and other reservations as needed
Meeting preparation - ensure execs are prepared for meetings
Sales department support – assist with customer rebates and ad‑hoc projects
Customer support – manage customer and holiday gifts
Attend meetings with or on behalf of the execs taking careful notes
Design and manage physical and digital filing systems
Office Management The Office Administrator creates and maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Coordinate daily operational activities throughout the company to ensure efficiency while maintaining compliance with corporate policies
Approves expenses for the Operations Dept budget
Manages operations spending to budget with careful organization
Ensures daily mail is opened, stamped, and distributed
Facilitates the welcoming of guests and directing them to proper individuals
Monthly lunch ordering - coordinating with vendors, meal prep and set up
Office snacks and supply ordering - track and replace office supplies as necessary to avoid interruptions in standard front office procedures
Manage the maintenance of the office printers
Conduct new hire onboarding orientations, building tours, and introductions
Prepare workspaces for new employees
Order employee business cards
Plan and prepare Corporate Social Responsibility efforts
Verify that conference room audio and visual equipment is in proper working order before all meetings
Manage calendar scheduling for conference rooms and troubleshoot scheduling conflicts as they arise
Responsible for updates to the communications board with company events and company‑wide communication efforts
Field complaints and specific employee/customer/vendor requests and troubleshoot emergencies
Direct the look and feel of the office and kitchen, keeping it clean and orderly; ensure the conference rooms, kitchen, and coffee station are well maintained and supplies are reordered and stocked
Ensure office security by managing and monitoring alarms and access badge controls
Coordinate and prepare for office meetings, scheduling meals, supplies, birthday celebrations, etc.
Assist with event planning and team‑building activities as needed
Champions company initiatives such as recycling efforts
Supports management on ad‑hoc projects
Prepare quarterly meeting slides
Manage RMA tracking for Service Exceptions and prepare the monthly report
Monitor the Metrics Dashboard for monthly departmental completion
Qualifications
3‑5+ years' experience as an Executive Assistant or Office Manager in a fast‑paced environment
Must have a high degree of organization - focus on pre‑planning, execution, problem solving and improving processes
Excellent written and verbal communication with experience in writing and delivering executive communication and presentations
Ability to demonstrate grace under pressure and adapt quickly in a flexible environment
Emphasis is given to excellent organizational and time management skills, great attention to detail, assertiveness, diplomatic skills, and a proactive approach to work
Outstanding written and verbal communication and interpersonal abilities are required
Must be able to independently manage processes, develop standards, promote process improvement, and understand the budgeting process to track budget expenses
Proven and verifiable experience with CA employment law and onboarding
Ability to maintain discretion and strict confidentiality
Computer Skills: Proficient in Microsoft Office, ERP Systems and plug ins, Smartsheet
Bachelor's degree preferred
Critical thinking
Feel comfortable interacting with various levels of management
Education & Experience High school or equivalent GED certification required.
Salary Range Information The range displayed on each job posting reflects the targeted base salary for the position. Within the range, individual pay is determined by work location and additional factors, including job‑related skills, experience, and relevant education or training.
#J-18808-Ljbffr
ID: 4604-967
Full-Time/Regular
Job Summary Monday - Friday 8:00 AM - 5:00 PM
The Executive Assistant / Office Administrator responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to management, coordinating building maintenance scheduling, and handling repair needs. They are to ensure the environment is set for a smooth‑running office and help to improve company procedures and day‑to‑day operations.
Essential Duties and Responsibilities Team Support The Office Administrator proactively manages the calendars for the President and SVP of Sales, makes travel arrangements and tracks expenses.
Administrative Support
Calendar management - manage complex calendar including vetting and prioritizing
Travel coordination - manage flights, hotels, rental cars, and other reservations as needed
Meeting preparation - ensure execs are prepared for meetings
Sales department support – assist with customer rebates and ad‑hoc projects
Customer support – manage customer and holiday gifts
Attend meetings with or on behalf of the execs taking careful notes
Design and manage physical and digital filing systems
Office Management The Office Administrator creates and maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Coordinate daily operational activities throughout the company to ensure efficiency while maintaining compliance with corporate policies
Approves expenses for the Operations Dept budget
Manages operations spending to budget with careful organization
Ensures daily mail is opened, stamped, and distributed
Facilitates the welcoming of guests and directing them to proper individuals
Monthly lunch ordering - coordinating with vendors, meal prep and set up
Office snacks and supply ordering - track and replace office supplies as necessary to avoid interruptions in standard front office procedures
Manage the maintenance of the office printers
Conduct new hire onboarding orientations, building tours, and introductions
Prepare workspaces for new employees
Order employee business cards
Plan and prepare Corporate Social Responsibility efforts
Verify that conference room audio and visual equipment is in proper working order before all meetings
Manage calendar scheduling for conference rooms and troubleshoot scheduling conflicts as they arise
Responsible for updates to the communications board with company events and company‑wide communication efforts
Field complaints and specific employee/customer/vendor requests and troubleshoot emergencies
Direct the look and feel of the office and kitchen, keeping it clean and orderly; ensure the conference rooms, kitchen, and coffee station are well maintained and supplies are reordered and stocked
Ensure office security by managing and monitoring alarms and access badge controls
Coordinate and prepare for office meetings, scheduling meals, supplies, birthday celebrations, etc.
Assist with event planning and team‑building activities as needed
Champions company initiatives such as recycling efforts
Supports management on ad‑hoc projects
Prepare quarterly meeting slides
Manage RMA tracking for Service Exceptions and prepare the monthly report
Monitor the Metrics Dashboard for monthly departmental completion
Qualifications
3‑5+ years' experience as an Executive Assistant or Office Manager in a fast‑paced environment
Must have a high degree of organization - focus on pre‑planning, execution, problem solving and improving processes
Excellent written and verbal communication with experience in writing and delivering executive communication and presentations
Ability to demonstrate grace under pressure and adapt quickly in a flexible environment
Emphasis is given to excellent organizational and time management skills, great attention to detail, assertiveness, diplomatic skills, and a proactive approach to work
Outstanding written and verbal communication and interpersonal abilities are required
Must be able to independently manage processes, develop standards, promote process improvement, and understand the budgeting process to track budget expenses
Proven and verifiable experience with CA employment law and onboarding
Ability to maintain discretion and strict confidentiality
Computer Skills: Proficient in Microsoft Office, ERP Systems and plug ins, Smartsheet
Bachelor's degree preferred
Critical thinking
Feel comfortable interacting with various levels of management
Education & Experience High school or equivalent GED certification required.
Salary Range Information The range displayed on each job posting reflects the targeted base salary for the position. Within the range, individual pay is determined by work location and additional factors, including job‑related skills, experience, and relevant education or training.
#J-18808-Ljbffr