Department Admin, Technology

ACCO Engineered Systems•Pasadena, CA

2d•Onsite

About The Position

The Department Admin, Technology provides administrative, financial, and onboarding support for the Technology Department. The role handles invoice tracking, vendor and contractor onboarding, new-hire setup, meeting coordination, travel, and department events. Working with Technology leadership and teams across the company, the Administrative Coordinator takes initiative on a variety of assignments and supports department projects so technical teams and leaders can stay focused on their priorities. This position is based on-site at the Pasadena office Monday through Friday and has no supervisory responsibilities.

Requirements

High school diploma or equivalent.
Intermediate-plus proficiency in Google Workspace Suite, Microsoft Word, Microsoft PowerPoint, and Microsoft Excel.
Two or more years of experience in an administrative support position.
Strong organizational skills and ability to multitask across projects delegated by multiple parties.
Demonstrated ability to work as a team player and achieve assigned performance goals.
Ability to handle pressure and a hectic pace.
Good written and oral communication skills and a strong telephone background.
Ability to work overtime when required.
Ability to lift and/or move up to 30 pounds regularly, up to 50 pounds frequently, and up to 100 pounds occasionally.
Regular and routine attendance is required.

Nice To Haves

College degree.
Experience with enterprise systems such as JD Edwards (JDE) and Medius.
Experience supporting an IT or Technology department, including vendor coordination, contractor timesheet administration, and new-hire coordination.
Experience working in the construction industry.

Responsibilities

Schedule and coordinate technology leadership and departmental meetings, including preparing meeting materials, invitations, agendas, presentations, catering where applicable, distributing notes, and tracking action items.
Manage competing priorities and calendar demands, proactively prioritizing and following through on tasks and ad-hoc projects.
Track invoice statuses, follow up on past-due items, research payments in JDE and Medius, and maintain tracking spreadsheets.
Coordinate vendor onboarding with Purchasing and Accounts Payable and explain ACCO invoicing and billing guidelines to vendors.
Review contractor timesheets and manage invoice-related approvals in accordance with department procedures.
Assist department managers with annual budget planning by researching invoices, historical billing, and payment records.
Complete and reconcile leadership expense reports and provide expense management assistance across the department.
Coordinate new-hire logistics, including hardware, devices, and software access for employees and consultants.
Oversee contractor and vendor onboarding to ensure adherence to department policies, security protocols, and administrative guidelines.
Arrange travel plans and itineraries, including flights, hotels, conference schedules, and attendance tracking.
Coordinate departmental training sessions and track employee participation and completion progress.
Plan, organize, coordinate, and support company and department events, celebrations, holiday gatherings, and team-building activities.
Manage office maintenance, keep office supplies stocked, and ensure equipment such as printers and copiers is operational.
Perform other tasks and duties as assigned by a supervisor or upper management.