Office Administrator (part-time)

Office•Petaluma, CA

23h•Onsite

About The Position

Amy's Kitchen is a family-owned, independent organic and vegetarian food company that is a Certified B Corporation. Their mission is to make it simple and enjoyable for everyone to eat well by crafting authentic dishes using organic ingredients. The Office Administrator is an extension of the company culture and a visible representative of the Amy's brand. This role is accountable for the Petaluma front office reception area, including greeting visitors, directing them, and following policies. Responsibilities include general office duties such as mail handling and distribution, maintaining office supplies, managing office access, processing packages, liaising with office machine vendors, and performing various projects. The position also involves providing hospitality services for meetings and special events.

Requirements

Associate Degree preferred.
Minimum of a High school diploma or general education degree (GED); or equivalent combination of education and experience.
A minimum of 2-3 years related experience and/or training.
Relationship building and strong people skills: Ability to build and maintain relationships with a diversity of people is essential.
An enthusiastic demeanor and engaging spirit that easily draws people in. No fear of engagement.
Ability to create and maintain a welcoming, hospitable environment.
Genuinely enjoys interacting with people and maintains a poised, positive, motivated, and professional demeanor.
Energy and enthusiasm for people, with a passion for promoting and cultivating the Amy's culture.
Is intuitive and has an initiative-taking approach to being of service and genuine concern for others.
Excellent communication and writing skills: Strong listening skills, writing skills, and ability to work with different communication styles that furthers relationships and build confidence.
Excellent phone rapport.
Flexibility: Ability to adapt quickly to changing circumstances in a dynamic work environment.
Ability to work independently or with teams (local and remote).
Ability to work within changing priorities with enthusiasm.
Critical thinking skills and resourcefulness: Ability to see everything as possible with the skills to solve problems.
Organizational skills: Detail-oriented and well organized.
Ability to multi-task and manage priorities and workflow.
Motivation for continued learning and not afraid to ask questions.
Microsoft Office software products (Word, Excel, PowerPoint, Teams, Outlook).
Has a strong work ethic, good attendance and takes ownership of their work.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to draft routine reports and correspondence.
Ability to respond to common inquiries or complaints from customers or members of the business community.
Basic mathematical skills, preferably some basic accounting skills.
Ability to apply common sense understanding to carry-out instructions given in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.

Responsibilities

Model the ideal customer service through excellent communication, teamwork, and collaboration.
Welcome visitors and employees upon their arrival, creating a positive and memorable experience.
Manage external requests and inquiries, responding in line with company culture and guidelines and directing or escalating as appropriate.
Provide administrative and business operations support, including answering, screening, and directing calls on a multi-line phone system in a courteous & professional manner.
Collect, date stamp, and distribute mail as needed, as well as routing messages, emails, and faxes.
Perform a variety of clerical duties for various departments as assigned.
Create daily audit esthetic office checks in meeting rooms, front desk, and common employee areas.
Manage room reservation postings and preparation of meeting rooms for key meetings.
Help guests with office technology.
Create employee badges and timecards.
Monitor quantity of cards on hand and order in advance of when needed.
Provide access to buildings via employee badges.
Follow proper mail handling requirements and/or distribution.
Maintain adequate postage on postage meter.
Daily process all special delivery letters, packages, etc. for UPS, FedEx, OHL, or other carriers.
Maintain adequate stock of office supplies.
Order and restock as needed.
Maintain office machines (copiers, fax machines, shredders, etc.) in good working order.
When service is needed, contact appropriate vendor or IT.
Send out welcome packages to new hires and maintain count of inventory, ensuring enough products are always in stock.
Other projects typically for Facilities and Events as assigned.
Uphold the mission of the Amy's Food Safety and Quality Policy.
Follow all Food Safety and Sustainability programs and participate in all required training.