Office Administrator

California Capital Insurance•Monterey, CA

13d•Onsite

About The Position

The Office Administrator is responsible for front desk responsibilities which include but are not limited to greeting visitors, , coordinating onsite vendors, managing beverage inventory, coffee stations. This assignment demands an extremely competent administrative professional who is comfortable handling a variety of work assignments. The ideal person will possess sound judgment and decision-making skills along with a high degree of courtesy, tact, diplomacy, and discretion to manage work of a critical and sometimes confidential nature in a timely and professional manner. Duties performed require standard and advanced administrative skills. The ideal candidate must possess exceptional organizational skills, as well as the ability to manage multiple priorities and meet time sensitive demands. The Office Administrator must maintain confidence and trust, anticipate needs and take the initiative to handle a variety of assignments accurately, efficiently, and with limited direct supervision. Performs other duties as required or assigned.

Requirements

2-4 yrs. administrative and office experience in a professional environment.
Excellent verbal and written communication skills.
Detail and deadline-oriented, multitasker, strong organizational skills.
Knowledge of: Word, Outlook, Microsoft Forms, One Note, PowerPoint, and Excel including graphs.
Utilize video conference applications / platforms (Teams, GoTo Webinar)
Standard office practices and procedures, including filing systems and business letter composition.
Correct English usage including spelling, grammar, punctuation, and vocabulary.
Greet and care for all visitors with professionalism and care.
Solicit the cooperation and performance of tasks by various departments.
Work closely with the technology department for department A/V needs both in-office and offsite meetings.
Identify sensitive issues and use appropriate discretion in handling confidential issues.
Organize work, set priorities, and meet critical deadlines with minimal supervision.
Maintain the confidentiality of materials and use appropriate discretion in handling sensitive and confidential correspondence or information.

Responsibilities

Office Administration Manage the front desk and standard office administration, , ,
Manage the coffee stations, stocking, inventory, etc.
Assist with Administering new hire, replacement, and visitor badges.
Uses Word, Excel, One Note, Microsoft Forms and PowerPoint.
Proofread and edit documentation to ensure correct grammar, spelling, and punctuation.
Attend and participate in weekly Human Resource team meetings.
Onsite new hire first point of contact, conduct site tour and walk to the designated area to work or leader based on Talent instruction.
Perform special or periodic projects and assignments at the managers request, such as conducting research or planning special events.
Greet and welcome visitors, issue visitor badge and ensure the security logbook is updated correctly with recorded in and leaving times.
Connect visitor with appropriate person at office as visitors should not be unescorted.
Maintain office security by following safety procedures and controlling access via the reception desk (ensure that the appropriate doors are not left open for unauthorized access)
Answer, screen, and forward incoming phone calls
Maintain/Manage updates for phone procedures changes.
Ensure reception area is tidy and presentable.
Process expense reports monthly for HR Manager, VP of HR and Talent Acquisition Manager.
Receive and distribute daily HR & Facilities mail/deliveries.
Process Invoices for HR, Talent Acquisition & Facilities
Ensure accuracy of timely processing and information of details
Respond to all customer inquiries in a polite and timely manner.
Maintain log of Invoices received and processed.
Process Flower Arrangement requests.
Manage and maintain pricing list for consistency of purchases and update quarterly.
Maintain electronic greeting cards for team members for birthdays and work anniversary.
Additional administrative and support responsibilities may be assigned to ensure full support of office and HR functions.
Utilize video and conference applications (Teams and GoTo Webinar)
Schedule and provide meeting invitations to participants for monthly training.
Collect, review and submit Rosters to ETP vendor for training of California employee.
Create DISC training rosters and delivery of materials to participants.
Assist HR Manager with training and development as needed for monthly trainings.
Research training platforms and vendors for training when required.
Assist with ordering course, materials and exams for employees receiving designations from The Institutes and Kaplan.
Added support to HR department on projects, events and other administrative types of assistance.

Benefits

Accrue twenty-one days of Paid Time Off during your first year
Up to eighty-seven percent of benefits covered by CIG for you and your family members
Medical, dental, vision plans
One hundred percent covered plans Basic Life & AD&D
Employee Assistance
Leave Management
Long Term Disability
Short Term Disability (Outside of CA)
Family Caregiver Support (Homethrive)
Child Care Resources (Tootris)
Business Travel Accident Protection
Voluntary benefit offerings
Short-term (CA only)
Voluntary Life AD&D self, spouse and child plans
Flexible Spending
Health Savings (HSA)
Hospital Indemnity
Accidental Injury
Critical Illness
ARAG Legal Services
Norton LifeLock
Nine paid holidays, plus two floating holidays
Above and Beyond Reward Recognition Program
Kudos & Shout Out Points Program
Quarterly Above and Beyond Bonus Program
Annual Above and Beyond Bonus Program
Competitive compensation
Base compensation
Salary Management
Spot Bonuses
Annual Incentive/Profit sharing program, potential payout annually based on company results.
Discount partnerships
Gym memberships, credit union, travel, shopping, restaurants, theme parks, and more
Insurance
Educational reimbursement and bonus programs
Employee Referral Bonus Program
Home and Auto Insurance Discount Program.
Paid Volunteer Time Through company planned community events and choose your own adventure PVT in giving back in ways that are meaningful to you!
Retirement savings benefit (401k and Roth + match)
Health & Financial Wellness
Wellness platform, tools and events
Health Savings Account match
Financial Wellness Resources