Office Administrator

Colgate • Scottsdale, AZ

7d • Onsite

About The Position

The CP Skin Health Group has an exciting opportunity for an Office Administrator to join our US headquarters in Scottsdale, AZ. They will undertake administrative tasks related to the daily operations of our business, ensuring the rest of the staff has adequate support to work efficiently. This role works on-site Monday through Friday, generally 8am to 4pm, with occasional overtime required to support before and after key meetings.

Requirements

• 1+ years of experience in MS Office (Word, Excel) or Google Suite (Docs, Sheets, Slides), with an aptitude to learn in-house programs
• 1+ years experience, troubleshooting office equipment, such as printers, scanners, monitors, HDMI projectors
• Notary Public, or ability to become notary public in first 3 months of employment (at Company’s cost)
• 1+ years of experience as Office Coordinator, Receptionist, and/or Executive Assistant positions
• High School Diploma (or GED).

Nice To Haves

• Previous experience working in accounting or other database systems.
• Strong relationship building and communication skills - ability to communicate to different levels in the organization and externally
• Attention to detail and accuracy in data entry and documentation.
• Bachelor's or Associate's degree preferred.

Responsibilities

• Greet and welcome guests in a friendly manner
• Sort mail and packages; manage outbound shipments (generate labels, arrange UPS pickups)
• Arrange meeting logistics, including conference room maintenance, planning and ordering meals and refreshments, book accommodations and car service for visitors
• Create door badges and request parking access for employees
• Liaise with IT to ensure all office technology is in working order; order and manage iPhone and iPad inventory
• Ordering and organizing office supplies, equipment, and ensuring that necessary materials are available to staff.
• Facilities liaison: procure (as needed) and communicate with all 3rd party vendors (handyman, electrician, printer maintenance, building management, etc)
• Overseeing office facilities, including maintenance, repairs, and ensuring a safe and comfortable working environment; ensure the office, conference rooms, and breakroom/kitchen remain in an orderly fashion, organizing on a regular basis; restock beverage refreshments, snacks, and kitchen supplies as needed
• Supporting in planning and executing organization events and activities (Holiday party, Family Day, Quarterly office engagement events, Celebration Lunches, etc)
• Providing general administrative support to the office, such as assembly of mailings, data entry, internet research, team dinner/event bookings.
• Distributing internal and external communications, including memos, notices, and announcements.
• Making travel arrangements for executives, including booking flights, accommodations, and transportation.
• Resolve scheduling conflicts for executives; work with other admins to coordinate internal and external meetings
• Invoice processing, including raising office-related PO’s (Purchase Order)
• Support with the employee onboarding process
• Ad-hoc duties or project involvement upon assignment
• Scanning, coding, and depositing checks
• Processing Sales tax certificates, including ongoing updates
• Assisting the accounting department with accounts payable and receivable calls as needed.
• Reviewing invoices; research discrepancies.
• Prepare and mail outgoing checks to vendors.

Benefits

• medical
• dental
• vision
• basic life insurance
• paid parental leave
• disability coverage
• participation in the 401(k) retirement plan with company matching contributions subject to eligibility requirements
• a minimum of 15 vacation/PTO days
• 13 paid holidays
• Paid sick leave

What This Job Offers

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