Office Administrator

James Hardie • Fontana, CA

20h • $27 - $34 • Onsite

About The Position

This role of Office Administrator will be primarily responsible for providing administrative support to James Hardie’s Global Innovation team located in the Fontana Innovation Center, while also serving as Executive Assistant to the Head of R&D. The position will organize and coordinate a variety of R&D office administration processes and systems to ensure operational effectiveness, efficiency, and safety, while managing executive-level tasks such as calendar scheduling, travel coordination, and confidential communications. This position requires an individual who is customer-centric, displays initiative, a positive can-do attitude, and a results-oriented approach. They must be able to work well as part of a team, manage their work independently, demonstrate strong stakeholder management, and show flexibility and agility in responding to competing demands.

Requirements

• High School Diploma required, college degree preferred
• Minimum 2 years experience in a similar or related role
• Demonstrated ability to plan tasks, prioritize daily demands and service all stakeholders
• High attention to detail with strong organizational skills, including workflow management, time management and using a planned approach to deliver outcomes without instruction and guidance
• Ability to meet tight deadlines, in a fast-paced environment and juggle multiple tasks with competing priorities
• Committed to the candidate and client care and demonstrated commitment to continuous improvement
• Professional attitude, highly motivated and a strong team player
• Eager to learn, adaptable and flexible, and able to demonstrate resilience
• Outcome focused and determined to succeed in an ever-changing environment
• Collaborative by nature, leveraging relationships to facilitate the accomplishment of work goals
• Continuous improvement mindset, with the ability to challenge the status quo confidently and respectfully
• Strong interpersonal and oral/written communication skills with the ability to relate well and cooperate with people at all levels.
• Demonstrated ability to manage multiple concurrent assignments while meeting deadlines and demanding quality execution.
• Tech savvy with demonstrated intermediate skills with the standard features of MS Office Suite (Microsoft Word and Excel, PowerPoint, Outlook, Internet, pivot tables & V Lookups, and other proprietary software).

Nice To Haves

• Demonstrated knowledge and understanding of basic accounting principles (desirable).

Responsibilities

• HR Processes: File storage and coordination (offsite pick-up - Corodata)
• Coordinate activities relating to the organisation of all HR events and engagement activities (such as Employee Service Anniversary Celebrations and Birthday Celebrations) and support in the facilitation when required.
• This role will help drive employee engagement initiatives (as well as provide support for any globally leveraged engagement/culture initiatives), and act as a key member of the engagement committee.
• Provide support with the coordination of ‘New Hire Orientations’.
• Complete a daily walk to ensure the office area is maintained at a high standard and all office supplies are readily available, i.e., whiteboard markers, tissues, cables are neat and tidy, whiteboards are cleared of information (end of each day), etc.
• Meet and greet visitors, guests, and clients upon arrival on site
• Meeting Preparation Coordination, including but not limited to Global Town Halls, Local Town Halls, re-occurring leadership meetings, project check-ins, meetings for visitors/guests, etc.
• Coordinate and manage all catering requirements, including site lunches
• Responsible for sourcing and ordering office supplies / equipment, including all stationery and office welfare needs.
• Sort through US mail and coordinate package and deliveries for R&D
• Act as the go-to person for any office-related questions and needs
• Manage the security access card register, as well as prepare/provide employees, visitors and guests with an access card when required.
• Complete regular audits of the security access system to ensure site security is effectively managed
• Effectively maintain the stock/inventory of the required PPE for the site
• Provide administrative support to the Facilities Supervisor, including: Processing Purchase Requisitions through the purchasing transaction process, including raising POs as required, organise, and filing purchasing requests, and receiving goods/services against purchase orders once goods/services have been confirmed and completed
• Assist in generating reports weekly, biweekly, and monthly, such as the open PO report, month-to-date- controllable spend reports, and GRIR report
• Maintain existing vendor files and set up new vendor files (to include all relevant information), verify vendors have received newly creates Pos and assist in reconciling vendor accounts/statements.
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Arrange domestic and international travel, including itineraries, accommodations, and expense reporting.
• Prepare agendas, presentations, and briefing materials for leadership meetings.
• Handle confidential information with discretion and professionalism.
• Act as liaison between the Head of R&D and internal/external stakeholders.
• Track and follow up on key action items to ensure timely completion.
• Work in alignment with the James Hardie Zero Harm pledge and workplace safety requirements
• Report any incidents, hazards, near misses or “at-risk” behaviours
• Take ownership through participating in health and safety initiatives / activities and training
• Acting as a safety leader and ensuring yourself and others perform their work safely
• Responding to any hazard or incident that is raised with you and providing or seeking the support required to respond to the identified workplace issue

Benefits

• Comprehensive low-cost co-pay Health Insurance ; medical, dental, prescription, and vision insurance benefits for every 30+ hour full-time employee. Insurance starts on day one!
• Life insurance
• Short-term and long-term disability insurance
• 401 (k) Retirement plan that will match 100% of employees saved dollars up to the first 6% of your salary
• 11 paid holidays per year
• Paid vacation
• Paid sick leave
• Wellness Program, Employee Assistance Program, Parental Leave
• Employee Stock Purchase Plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED