Office Administrator

ICE Consulting•Milpitas, CA

22h

About The Position

The Office Administrator will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse individuals and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision. This position requires frequent communication and coordination with ICE Consulting staff and clients.

Requirements

5+ years of solid administrative experience in an office setting
Excellent verbal and written communication, networking, and presentation skills (in English)
Excellent organizational skills and attention to detail
Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Nice To Haves

Prior experience with a Managed Services company or international development and/or non-profit organizations, and/or working in a start-up business environment
Experience in a ticketing system, such as Connectwise or Service Now
Committed to and enthusiastic about the mission and vision of ICE Consulting
A strategic thinker who is adept at multi-tasking in a fast-paced environment, and able to plan, prioritize, and organize individual and group activities and processes
Outgoing, straightforward, and creative

Responsibilities

Provide general administrative support to the ICE Consulting team to include:
Receive and interact with visitors
Answer and manage incoming calls
Maintain physical and electronic records and define procedures for their retention, protection, retrieval, transfer, and disposal
Arrange meetings and conference calls (including coordination of all meeting logistics, development of agendas and meeting materials, etc.)
Draft correspondences and presentations
Record, transcribe, and distribute notes/minutes of meetings
Assist with the orientation of new employees to the organization
Provide other daily support to staff as needed
Assist in the support of our clients (which could require an onsite visit)
Procurement of IT equipment and materials for the organization
Support the development of our supply chain through business partner relationships, continuous improvement programs, and just-in-time delivery management
Function as backup buyer for client’s IT hardware and software purchasing
Quote, co-ordinate and manage ISP (Internet Service Provider) installation at our client sites
Source and develop new suppliers
Achieve best value sourcing, taking into account quality, delivery, and cost
Evaluate and execute all material requirement plans
Perform general office/facilities management duties to include:
Manage the inventory of office supplies, order additional supplies as needed and ensure that costs are appropriately managed
Shipping and receiving
Plan space allocations, layouts, and floor moves as required, and arrange for and supervise building maintenance
Maintain office facilities and equipment by assisting with procurement and routine maintenance and upkeep
Assist the organization’s President & CEO with his schedule and duties, to include managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas, and meeting materials, reporting expenses, etc.)