Office Administrative Assistant

StatRad LLC • San Diego, CA

6d • Onsite

About The Position

We are seeking an Office Administrative Assistant who will play an integral role in ensuring the smooth functioning of our office. This position involves a wide range of administrative and office support activities at the corporate headquarters as well as providing administrative support for every department across the entire company. Qualified candidates will have impeccable verbal and written communication skills, a strong ability to multi-task, and an outgoing and friendly demeanor, along with a willingness to learn and grow with the company.

Requirements

• Excellent written and verbal communication skills with both external clients and vendors as well as internal company executives, department managers, and staff.
• Ability to multitask, prioritize projects, and demonstrate initiative.
• Strong attention to detail and organizational skills.
• Strong analytical skills and high accuracy.
• Able to perform tasks and responsibilities independently with a mindset of continuous improvement.
• Must be reliable and take pride in maintaining a clean, organized, and enjoyable working environment throughout the corporate office.
• Able to collaborate effectively with cross-functional teams.
• Prior experience using and managing office equipment, including phone, fax, copier, scanner, printer, etc.; computer savvy.
• Proficient in Microsoft Word, Adobe Acrobat, and Outlook.
• Intermediate proficiency using Excel and PowerPoint.

Nice To Haves

• Bachelor’s degree preferred.
• Familiarity with QuickBooks and/or Paylocity a plus.
• Experience with shipping services, including FedEx, UPS, and USPS preferred.

Responsibilities

• Serve as the first point of contact for the office, managing reception duties including answering phone calls, greeting visitors, and handling inquiries in a professional manner.
• Serve as a primary support for all departments, proactively managing their diverse administrative and operational needs.
• Manage global logistics for shipping and tracking equipment and packages, ensuring seamless and efficient business operations.
• Assist the Accounting team with monthly billing to clients, sending statements, and maintaining current contact information using Excel.
• Office facilities administration and maintenance; liaison with landlord/property manager.
• Respond to medical record requests and coordinate with staff as needed.
• Assist HR with employee onboarding and offboarding, as well as access card/key assignments.
• Maintain office and kitchen supplies and place orders weekly and as needed.
• Coordinate weekly lunches and company meetings.
• Contribute to a positive and motivating culture by coordinating birthday, anniversary, and holiday celebrations and planning company events.
• Assist the Company’s General Counsel by organizing and tracking malpractice insurance cases; maintain required files and written case summaries, assist in next steps as cases progress, and handle related internal and external communications as needed.
• Clerical duties, including filing, responding to emails, preparing documents, coordinating incoming and outgoing mail and faxes, and shipping packages.
• Update Employee Handbook and other company-wide documents.
• Regularly review office procedures and suggest and implement changes as needed.
• Plan company offsite events such as holiday parties and other activities.
• Coordinate in-office events to promote employee engagement, including birthday and holiday celebrations and other fun activities.
• Other projects and duties as assigned.

Benefits

• Mileage reimbursed for any local errands.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level